Administrative Assistant V

Jan 31, 2018
Institution Type
Four-Year Institution

Administrative Assistant V

Worcester Polytechnic Institute


Position Status: Administrative Non-Exempt Positions

Basic Function:
Perform a wide range of clerical and administrative duties with limited supervision. Provide support to the BME graduate program, seminar series, and faculty search.

Principal Duties and Responsibilities

  • Oversees the graduate application process; maintain list of grad students & advisors. Set-up Skype interviews and PHD Visit Day; Facilitate Grad Students visits to Campus

    Responsible for setting up, maintaining, and/or revising files, filing of departmental records of graduate students: Maintain applications for graduation, changes in majors, PHD tracking documents

    Coordinate Qualifier Exam meetings and Specific Aims Meetings

    Responsible for Department Seminar and Thesis Defense Announcements, making luncheon and room reservations; and arranging catering service refreshments.

    Support Faculty Search (set up meetings, phone interviews, on campus interviews, itineraries, transportation, reimbursements).

    Pcard/STARS purchasing as necessary.

  • Prepare & distribute BME Senior Exit Surveys.

    Organize Senior Banquet/BBQ and Graduate Students Events (Socials, etc.)

    Coordinate meetings for Faculty

    Type correspondence, reports, letters and memos for departmental faculty.

    Process library book orders.

    Order faculty textbooks and Desk Copies

    Answers telephone, directs calls and take messages.

    Photocopies materials, running on-campus errands, and filing miscellaneous internal correspondence.

    Maintains inventory of office supplies and orders when necessary

    Handles department outgoing mail including UPS, Express Mail, Fedex, etc. and responsible for bulk mailings.

    Arrange Airport Limousine accommodations to and from Airport

    Position Requirements

  • High School diploma or equivalent with some college preferred.

    3-4 years of office or clerical experience.

    Working knowledge of all applications within Microsoft Office.

    Posting Date: 01/30/2018

    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:


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