Assist the Executive Director in the daily operations of the department, including the execution of office and department general administrative responsibilities. Serve as confidential assistant to Executive Director.
Worcester Polytechnic Institute
Department: STEM Education Center
Position Status: Administrative Exempt Positions
Direct and manage the day to day operations and staff of the Center to ensure quality service and proper implementation of policies and procedures. Manage all functions essential for the operation and growth of the Center under the direct supervision of the Executive Director. Provide a wide range of administrative, financial and clerical support to the Executive Director and staff (which includes student assistants). Serve as the budget manager for the department. Assist department members in the performance of their assigned duties.
Principal Duties and Responsibilities
Manage day to day fiscal and budgetary affairs for the Center. Prepares, monitors and analyzes departmental operating budgets (department, grants, etc.) and assist Executive Director in the preparation of periodic and annual budget reports and strategic management. Establish, maintain and monitor internal accounting system, and administrative policies and procedures.
Manage and direct department members to ensure appropriate use of funds and all departmental financial paperwork is processed accurately and in a timely manner; responsible for the entire departmental P-Card function including proper and timely processing.
Support the grant management for the Center staff.
Participates in the development and management of Center events and functions.
Direct supervisor of the student assistants in the performance of their responsibilities; manages the day-to-day operations of the main office.
Maintain inventory and order office supplies for the group.
Assist Executive Director in the confidential processing of personnel paperwork; help manage the hiring process from posting, interviewing, hiring paperwork through orientation for new employees.
Schedule meetings, assist with travel and conference registrations for staff.
Take notes at staff meetings; archive reports, etc.; Archive information (including electronic information) for future reference and use.
Update the Center website, create and send out Center’s monthly e-newsletter, create flyers for Center events, manage promotional materials.
Assist in tabling events to represent the Center.
Edit and help compose the Center annual report, the Center newsletter and various reports. Help promote the Center to internal and external audiences.
Work closely with other departments on campus including but not limited to: Budget Office, Accounting, Student Affairs, Facilities, Events Office, Summer Programs, Advancement, Multicultural Affairs, Pre-Collegiate Outreach, etc.
Help identify grant and other funding opportunities; assist in the preparation of grants.
Attend and take notes at the Central MA STEM Network meetings; arrange the meetings; communicates with the network members.
Manage all aspects of awarding PLTW credit to matriculated WPI students.
Perform special projects and other duties as assigned.
Position Requirements Bachelor’s degree or equivalent with a minimum of 3-5 years of experience.
Knowledge of and experience in PK-12 education opportunities for students and support for educators is desirable.
The ability to prioritize and manage multiple projects, work independently as well as a member of a team, and exercise sound judgment. The ideal candidate will have strong interpersonal skills, demonstrate initiative and originality, and strong technological skills including comfort in learning newer skills.
The successful candidate will be detail?oriented, have the ability to deal with sensitive and confidential matters, and will be able to handle a diverse internal and external community with maturity, tact and diplomacy.
Strong written and verbal communication skills.
Experience in financial and organizational management, accounting and budget development are important.
Previous experience with grant preparation in a research environment is helpful.
Must be able to prioritize and organize work effectively and be able to manage several projects simultaneously.
Must be able to successfully relate well to all levels of the campus community.
Possess excellent interpersonal and customer service skills with the ability to communicate effectively with a diverse population both verbally and in writing.
Ability to work well with others as well as independently.
Ability to supervise student assistants.
Excellent Microsoft Office, Excel, and computer skills required, as well as familiarity with other personal computer applications.
Ability to look at current processes and think more efficiently.
Excellent judgment, communication and organization skills required.
Physical requirements are within the normal range of an office environment, but may include occasional lifting, carrying, pushing or pulling up to 20 pounds.
Posting Date: 11/27/2017
Open Until Filled: Yes
Special Instructions to Applicants:
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/5172
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