Administrative Assistant VI
- Employer
- Worcester Polytechnic Institute
- Location
- Worcester
View more
- Administrative Jobs
- Institutional & Business Affairs, Clerical & Administrative Support
- Employment Type
- Full Time
- Institution Type
- Four-Year Institution
Job Details
JOB TITLE
Administrative Assistant VI
LOCATION
Worcester
DEPARTMENT NAME
BETC & PracticePoint
DIVISION NAME
Worcester Polytechnic Institute - WPI
JOB DESCRIPTION SUMMARY
Provide administrative assistance for the Business Manager of the Biomanufacturing Education and Training Center and PracticePoint as well as office management support.
JOB DESCRIPTION
Responsibilities:
- Serve as confidential assistant to the Business Manager of the BETC and PracticePoint. Support in a wide range of duties requiring confidentiality, discretion, tact, diplomacy, sound judgment, analytical & decision making skills. Admin Assistant must demonstrate a high degree of professionalism in a rapidly changing, time-pressured environment, strong organizational skills, & ability to be flexible as demands & priorities change. Format, process, file and/or review confidential materials & budget info; screen calls & review mail for appropriate action.
- Participates in the planning and organization of the office. Makes recommendations to develop and implement improved processes and procedures. Maintains confidential files. Initializes the coordination of new hire and student employee logistics with Business Manager / HR.
- Maintains office equipment and inventory of supplies. Routinely checks stock to determine inventory level, anticipates department needs, prepares purchasing paperwork and contracts, purchases materials, and verifies receipt of supplies. Troubleshoots equipment failures and coordinates repair as needed.
- Performs general office duties such as filing, mailings, copying, faxing, etc.
- Provide executive level interface. Provide professional and courteous phone support. Interact with and assist students, administrators, faculty, and corporate clients.
- Manage high volume communications and information. Applicants must be able to organize, research, track, interpret, analyze, and present information in concise and appropriate formats.
- Responsible for managing complex calendars with frequent changes. Maintain departmental records. Assist with the preparation of materials for programs; coordinate appointments, meetings and events. Make travel arrangements.
- Ensure coordination of sensitive and urgent items requiring attention/review of the Business Manager and other senior administrators.
- Other duties as may be assigned or determined to support the continued growth and development of the BETC, PracticePoint, and Photonics Lab.
- Assist the Business Manager with the preparation and management of various budgets.
- Provide invoicing to customers for services rendered.
- Establish and maintain office logistics for things such as deliveries, mail, notices, inquiries, etc.
Requirements:
- High School diploma or equivalent with additional schooling (preference given to candidate with a bachelor's degree and experience in a college office setting).
- Requires knowledge of modern office procedures and must be proficient in MS Office products (Word, PowerPoint, Excel and Access). Knowledge of SCTBanner is highly desirable.
- Minimum of five years experience working in an office setting.
- Must have ability to maintain customer service orientation in a fast-paced, stressful environment.
- Must have excellent customer relation and interpersonal skills, excellent communication skills, both oral and written, and excellent diplomatic skills.
- Must have ability to work independently, handle frequent interruptions and be able to juggle multiple tasks at the same time.
- Must be comfortable with taking direction from multiple senior staff members and changing workload in an environment with shifting priorities.
- Skills to work both independently and as part of a collaborative team to organize and establish job priorities to meet deadlines.
- Strong organizational skills with the ability to handle multiple senior staff members and changing workload in an environment with shifting priorities.
- Ability to work well under pressure, meeting deadlines, and prioritizing work. Seek supervisor's input in determining priorities as required.
- Must be detail oriented and well organized with proficient office management skills.
- Requires an intelligent, well organized individual with good interpersonal and time management skills.
FLSA STATUS
United States of America (Non-Exempt)
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.
To apply, visit: https://wpi.wd5.myworkdayjobs.com/en-US/WPI_External_Career_Site/job/Worcester/Administrative-Assistant-VI_R0000779
About WPI
WPI is a vibrant, active, and diverse community of extraordinary students, world-renowned faculty, and state of the art research facilities. At WPI, we have competitive and comprehensive benefits, including health insurance, long-term care, retirement, tuition assistance, flexible spending accounts, work-life balance and much more.
Diversity & Inclusion at WPI
WPI is committed to creating an inclusive workplace where everyone feels valued and respected; a place where every student, faculty and staff member can be themselves, so that they can study, live, and work comfortably, to reach their full potential, and make meaningful contributions in order to meet departmental and institutional goals. WPI thrives on innovative practice and welcomes diverse perspectives, insight, and people from diverse lived experiences, to enhance the community environment and propel the institution to the next level in a competitive, global marketplace.
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Organization
Founded in Worcester, Mass., in 1865, WPI was one of the nation's earliest technological universities. From our founding days, WPI has taken a unique approach to science and technology education.
Our undergraduate and graduate students emerge ready to take on some of the most difficult challenges in science and technology. More important, they understand how their work can truly impact society and improve our lives.
Great Minds at Work in the classroom and around the world
WPI's academic departments offer more than 50 undergraduate and graduate degree programs in science, engineering, technology, management, the social sciences, and the humanities and arts, leading to the BA, BS, MS, ME, MBA, and PhD.
At sites as close as our home city of Worcester and at over 40 other locations in 25 countries,WPI’s Global Projects Program immerses students in new cultures to tackle unstructured problems in ways that are meaningful to local sponsors in real communities. This is not your typical study abroad.
WPI faculty members and students are engaged in advanced, multidisciplinary research across a broad range of fields—from cutting-edge work in tissue engineering and regenerative medicine, to explorations of the technological and policy issues surrounding cybersecurity, to studies of issues as diverse as firefighter health and security and the fire safety challenges of green buildings.
A highly regarded institution
Among recent honors for WPI are the 2016 Bernard M. Gordon Prize for Innovation in Engineering and Technology Education and the No. 1 ranking for “faculty who best combine research and teaching.” (Wall Street Journal/Times Higher Ed, 2016)
A beautiful campus in a central location
WPI’s compact 95-acre campus is set atop one of Worcester’s “seven hills” on the residential outskirts of town. Old English stone buildings are focal points of the architecture, but modern facilities have moved in to claim their own space on the immaculately kept grounds. WPI’s newest building, the Foisie Innovation Studio, is slated to open in Fall 2018 and will house high-tech classrooms, makerspaces, labs, and a residence hall for 140 students.
Learn more at wpi.edu.
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