Administrative Assistant V

Location
Worcester
Posted
Sep 25, 2017
Institution Type
Four-Year Institution


Administrative Assistant V

Worcester Polytechnic Institute


Department: INFORMATION TECHNOLOGY

Position Status: Administrative Non-Exempt Positions

Basic Function:
Assist the Office Coordinator in providing professional administrative support for the Chief Information Officer, Asst. Director of IT Operations, and the Information Technology (IT) Department.

Principal Duties and Responsibilities

  • Act as attendant for main WPI voice-activated campus wide telecom system (operator).
  • Greet visitors, and screen all incoming departmental calls, providing information, or directing inquiries to the appropriate areas for resolution.
  • Sign for packages, distribute mail, and assist with receiving for all IT offices, including 108 Grove Street. Match and file packing slips and invoices.
  • Initiate department work orders along with their follow-up via the campus work-order system. Schedule maintenance on office machines.
  • Assist the Office Coordinator in providing administrative support for the Chief Information Officer, Asst. Director, IT Operations, and the IT Department, including expense reports, p-card statements, Banner journal entries, and general filing, including Fiscal Year End document retention.
  • Assist with the authorization, time sheets, and tracking of student worker hours for the IT Department.
  • Coordinate scheduling and maintain calendars for the IT Conference Room, the IT Ready Room, and the IT Van.
  • Manage the ordering, inventory and distribution of all office supplies, including 108 Grove Street.
  • Maintain the organization of meeting spaces and common spaces in the IT Main Office.
  • Assist Middle Managers with Employment On-boarding, including scheduling meetings, arranging for parking permits, and completing appropriate IT and HR forms.
  • Coordinate all parking passes and any guest wireless needed for IT Department guests.
  • Act as Department Liaison to the Affinity Group and report to the Asst. Director, IT Operations.
  • Maintain recycling initiative for cellular devices.
  • Maintain office phone lists with accurate and current information.
  • Update administrative instructions in the CCC_Office share drive as processes change.
  • Other duties as assigned.

    Position Requirements

  • High School education with college experience preferred.
  • One to three years of office experience.
  • Proficient in Microsoft office products (Word, Excel, Outlook). Experience with Microsoft PowerPoint and Adobe is helpful.
  • The ability to communicate well, prioritize duties, manage multiple projects, work independently, and exercise good judgment is essential.
  • Previous experience and knowledge of responsibilities associated with handling confidential documents and information.

    Posting Date: 09/22/2017

    Open Until Filled: Yes

    Special Instructions to Applicants:
    Hiring Range: $13.95-$15.00

    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: https://careers.wpi.edu/postings/5025





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