Administrative Assistant VI

Sep 07, 2017
Institution Type
Four-Year Institution

Administrative Assistant VI

Worcester Polytechnic Institute


Position Status: Administrative Non-Exempt Positions

Basic Function:
Acts as confidential assistant to the Head of the Chemical Engineering Department. Responsible for all organizational, administrative, budgetary and clerical duties associated with the Department Head's role at WPI. Under minimum supervision performs diverse range of confidential administrative duties

Principal Duties and Responsibilities

  • Provides administrative support to other department administrative assistant and work-study students on WPI departmental policies and procedures. Serves as an office manager coordinating and setting priority to the workflow in the office to ensure that the Chemical Engineering Department office functions effectively and smoothly.
  • Performs clerical duties for the Department Head (and other department faculty as appropriate) including coordinating the Department Head’s schedule; schedules appointments; coordinates meetings; screens telephone calls; reviews all mail; answers or takes initial action, delegates to appropriate faculty or staff members.
  • Maintains department and research budget records along with the department P-card and assists the Department Head in annual budgetary planning.

    Assists departmental faculty with grant budget management, working closely with OSP and SPA; assist faculty in ensuring that research funds are handled in an efficient manner.

    Assists the Department Head with developmental activities, i.e., department strategic planning, and any special projects including ABET visits.

  • Assists the Department Head in building/facilities management, equipment and property tagging and in scheduling renovations of labs and offices.

    Prepares requested budget reports and analyses. Signs/authorizes department purchase orders/check requests within the authorized limit. Prepares and processes personnel, payroll, purchasing and accounting documents.

    Organizes Chemical Engineering Advisory Board meetings. Responsibilities for Advisory Board meetings include: all logistical arrangements; assisting in planning the meeting agenda, scheduling presenters, and preparing and distributing handouts and meeting materials and information; attends the meeting, records and composes minutes.

  • Requires much interaction with a variety of personnel including Advisory Board members, WPI administrative management and Chemical Engineering faculty.

    Schedules, attends, records and composes minutes of department faculty meetings and other related meetings, when requested.

    Plans and coordinates all arrangements for special departmental receptions and events.

    Assists in compiling data for, and preparing, the department’s Annual Report, newsletters, marketing documents and other reports, as requested.

    Assists the Department Head in fundraising for the department from alumni and industry.

  • Acts as the Department liaison with companies and assists in arrangements with CDC for on-campus interviews of students for jobs and coop and summer internships. Arranges travel plans and itineraries to include air travel, rental car, and hotel arrangements.

    Maintains and organizes all departmental files (both hard copy and computer files).

    Acts as liaison between CCC and departmental faculty regarding the department’s web page and its overall maintenance.

    Assists the Graduate Program Coordinator and Undergraduate Program Coordinator, as needed.

    Position Requirements

  • High School degree or equivalent plus additional schooling. A minimum of six years experience in an administrative role.

    Requires a knowledge and proficiency in word-processing, particularly Microsoft Office and modern office procedures.

    Requires budgetary knowledge and the ability to assist in annual budgetary planning.

    Requires strong organizational skills and the ability to manage multiple priorities in a busy and sometimes demanding office atmosphere.

    Requires strong people skills and the ability to work professionally and efficiently with a variety of different constituents (students, faculty, staff, administrators, alumni and corporate professionals).

    Requires strong writing skills, including proofreading abilities for correct grammar, spelling and punctuation.

    Requires dependability, confidentiality, independence and initiative.

    Requires a positive attitude and good judgement.

    Posting Date: 09/06/2017

    Open Until Filled: Yes

    Special Instructions to Applicants:
    Hiring Range: $15.35 - $16.50

    EEO Information:
    WPI is an Equal Opportunity Employer. All qualified candidates will receive consideration for employment without regard to race, color, age, religion, sex, sexual orientation, gender identity, national origin, veteran status, or disability. We are seeking individuals with diverse backgrounds and experiences who will contribute to a culture of creativity and collaboration, inclusion, problem solving and change making.

    Criminal Background Check Statement:
    A pre-employment criminal records check is required.

    To apply, visit:

    WPI’s reputation as a rigorous and innovative university rests on the shoulders of its faculty. A highly selective, private technological university and one of the nation’s first, WPI believes that when great minds work together, great advances follow. At WPI the boundaries to multidisciplinary collaboration are low—faculty members, students, and other partners work together on the real-world projects and purposeful research that are hallmarks of the WPI experience. We are most proud of a recent No. 1 ranking for “faculty who best combine research and teaching.” (Wall Street Journal/Times Higher Ed, 2016) Located one hour west of Boston, the university’s campus is in Worcester, Massachusetts, a thriving 21stcentury college city recognized as a growing hub of scientific and technological innovation.


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