Administrative Assistant VI

Job description

Administrative Assistant VI

Worcester Polytechnic Institute

Department: Finance and Operations (400)

Position Status: Administrative Non-Exempt Positions

Basic Function:
Provide administrative support for the Executive Vice President and direct report department executives, including management of Outlook calendars, travel arrangements, screening phone calls, and scheduling meetings. Additionally provide administrative support to the general department as required.

Principal Duties and Responsibilities

  • Coordinate all details for meetings between EVP and department executives, other community members and off-campus contacts, includingmeeting space and meals (if required); as well as management of Outlook calendar, travel arrangements, scheduling meetings, screening phone calls.
  • Utilize judgment in deciding what meetings EVP/CFO should participate in.
  • Prepare Board meeting materials for EVP in coordination with the President’s Office.
  • Greet visitors and determine their access to certain individuals.
  • Create and follow-up on maintenance work orders via the online work order system.
  • Open and distribute daily mail. Mail department documents requiring proof of delivery. Coordinate pickup and delivery of courier services.
  • Manage document retention system for the Finance department. File and retrieve correspondence, documents, records and reports.
  • Order office supplies for kitchen and general department use using electronic shopping tool and receiving system. Order letterhead, envelopes, paper stock and toner for office printer and copier.
  • Manage office copier and printers. Coordinate service calls as needed. Add and train new users, delete departed employees. Monitor status and change office printer toner as needed.
  • Prepare check requests, deposits, credit applications and miscellaneous information requests.
  • Prepare and proof correspondence, presentations and other documents using Word, Excel, and PowerPoint.
  • Manage department office access. Safeguard keys to onsite storage.
  • Assist with organizing Affinity Group meetings for university administrative assistants, including coordinating meeting space, setting of agenda, and providing minutes.
  • Other duties as assigned.

    Position Requirements

  • High school diploma with commensurate general office experience, 5+ years’ experience in a support role.
  • Proficient in MS Office; intermediate to advanced Word, Excel and PowerPoint skills required.
  • Ability to communicate effectively with internal and external WPI community in a courteous and helpful manner.
  • Ability to work independently, communicate effectively, use good judgment and reliably manage multiple projects.
  • Notary Public desirable.

    Posting Date: 02/16/2018

    Close Date:

    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.

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    Job No:
    Posted: 2/20/2018
    Application Due: 4/25/2018
    Work Type: