Office Coordinator & Receptionist - Seaport, Boston

Location
Boston
Posted
Sep 20, 2017
Institution Type
Four-Year Institution


Office Coordinator & Receptionist - Seaport, Boston

Worcester Polytechnic Institute


Department: CORPORATE & PROFESSIONAL EDUCATION

Position Status: Administrative Non-Exempt Positions

Basic Function:
The Office Coordinator and Receptionist will manage the day to day activities in the WPI Seaport Office. They will manage all of the logistics for the office with support from the main campus. This role will require a self-starter with a desire to work with multiple stakeholders on a variety of tasks related to Seaport activities.

Principal Duties and Responsibilities

  • • Primary point person and project manager for facilities related issues, including: office layouts, remodeling, painting, etc.
    • Process AP invoices/PO’s in STARS e-procurement system for the office. Maintain record keeping.
    • Prepare and process accounting documents used in the administration of the budgets as it relates to the Seaport office (e.g., check requests, interdepartmental transfers, cash receipts, expense reports, purchase orders), and maintain record keeping and procedures for same.
    • Order new computer and office equipment after approval by budget owner. Maintain primary responsibility for equipment set-up and trouble-shooting for Seaport office.
    • Supervise replenishment of stock in conference rooms, kitchenette as well as common areas. Monitor office supplies inventory and place orders for supplies in STARS, Administrative and/or Print Services for the office. Maintain documentation (e.g., packing slips) associated therewith.
    • Archive information (including electronic information) for future reference and use according to accepted records retention guidelines.
    • Provide administrative support for all confidential matters related to Seaport office
    • Greet visitors and respond directly to those inquiries made of the office
    • Screen telephone line and email, directing outside queries to proper department.
    • Create and continue to update office procedures with a focus on process improvement.
    • Assist with event planning and execution, leading the planning for smaller group events.
    • Maintain calendar of office space events
    • Performs special projects as assigned.
    • Other duties as required.

    Position Requirements

  • • 10+ years of demonstrate experience in office management
    • Must have a high school diploma
    • Excellent communication skills and attention to detail
    • Experience with event planning preferred

    Posting Date: 08/14/2017

    Open Until Filled: Yes

    Special Instructions to Applicants:
    $20.67 - $22.60/hour

    EEO Information:
    We are an Equal Opportunity Employer and do not discriminate against applicants due to race, color, age, religion, sex, sexual orientation, gender identity, national origin, veteran status or disability. We are looking for individuals who value creativity, diversity, inclusion, and collaboration.

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

    To apply, visit: https://careers.wpi.edu/postings/4871

    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) The university’s campus is located (one hour west of Boston) in Worcester, Massachusetts, a thriving 21st century college city recognized as a growing hub of scientific and technological innovation.

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