Job location: Worcester

Employment Type: Full-time
Posted data: 2021-05-07
Req: R0001314
JOB TITLE

Office Administrator (Administrative Assistant VI)

LOCATION

Worcester

DEPARTMENT NAME

Social Science & Policy Studies

DIVISION NAME

Worcester Polytechnic Institute - WPI

JOB DESCRIPTION SUMMARY

A student facing position that assists the department head with the execution of administrative and clerical duties and supervises work-study students.

JOB DESCRIPTION

Responsibilities:

• Serve as a confidential assistant to department head, associate department head, program directors, and faculty. Prepare, file and review confidential materials;
• Administrative Assistant to 17 Faculty with the upcoming 2020/2021 Academic Year;
• Assists department head and faculty with correspondence, telephone messages, calendar, etc., maintaining necessary confidentiality;
• Relieve Department Head of handling numerous routine contacts; answer inquiries; gather information requiring discretion and a wide variety/depth of knowledge of office operations and procedures;
• Maintain electronic calendar for meetings in the SSPS Conference Room;
• Provide secretarial support to various committees. Interact with faculty and other department heads frequently;
• Requisition work orders with facilities;
• Plan, schedule, and coordinate catering for departmental functions as needed.

Administration

• Oversees the functioning of the departmental office;
• Hires and trains work study students and summer student employees;
• Organizes and supervises filing of all department documents;
• Oversees stock of office supplies and orders supplies;
• Oversees maintenance and repair of office equipment (computers, copy machine, printers, etc.);
• Responsible for coordinating, prioritizing and assigning workflow in department to other staff;
• Maintains faculty personnel records and visiting scholar paperwork;
• Review and approve for payment all faculty P-Card transactions;
• Responsible for faculty with grants to review and approve P-card transactions and help on grant material;
• Coordinate departmental recruiting and hiring activities;
• Responsible for coordinating faculty searches related activities;
• Responsible for candidate visits; organize candidate itinerary, process visit reimbursement and ensure proper reimbursement from the Provost Office. Assist with travel arrangements, hotel and limo service;
• Facilitate request for staff appointments;
• Supervise and train other staff in WPI departmental policies.

Budget

• Provide department head with monthly budget reports;
• Maintain departmental budget records including research budgets. Prepare and process personnel, payroll, purchasing and accounting documents used in the administration of these budgets;
• Process expense reports and Interdepartmental Transfers involving departmental accounts.
• Responsible for student’s web-time payroll.
• Process payroll for on-campus work study students.
• Process Interdepartmental Transfers
• Process payroll authorizations for RA’s, TA’s, Post-Docs and Adjunct Faculty;
• Process payroll authorizations, assigned personnel status changes, and EPAF authorizations.
• Process summer payroll authorizations for faculty.

Department Meetings, Courses, and Department Events

• Schedules departmental meeting rooms and other facilities;
• Record, publish, and maintain minutes of all Department meetings;
• Along with department head, facilitates the department's course schedule, working with the Registrar's Office for completion of all assignments;
• Organizes, collects and processes all department and course book and library book orders;
• Designs and prepares announcements of departmental seminars across different media;
• Honorarium Check Request’s for invited Guests by Faculty.

Outreach

• Work with Marketing and Communications Department in maintaining and updating department website, using Content Management System, Drupal, and Word Press;
• Coordinate with partners to create and distribute marketing materials, such as brochures, recruiting materials, magazine, and direct mail pieces;
• Research, write, and contribute department-related articles to newsletters, websites, and social media;
• Work with department to produce and publish short, information posts that spotlight department-related projects and activities;
• Compile, write, and publish a quarterly alumni newsletter to promote upcoming seminars, programming, special events, and continuing education opportunities.
• Assist with preparation of the Department Annual Report.

Graduate Programs

• Coordinate with Graduate Admissions to maintain and process applications for graduate students.
• Maintain files on graduate degree and certificate students;
• Work with Registrar's Office and Graduate Admissions and department in revising and updating undergraduate and graduate catalogs. This includes writing or coordinating the writing of new copy.

Other

• Participate in DEI fora and support initiatives;
• Performs other duties as assigned.

REQUIREMENTS:

• Associate Degree or equivalent experience acceptable, Bachelor’s degree preferred;
• Exceptional verbal and written communication skills; experience writing copy for publications, web pages, and social media preferred; some design experience and competency in InDesign, Illustrator, and Photoshop desired;
• Proficient in MS Office (especially: Word, Excel, Teams, and Outlook), Zoom, addition to general computer operations, and social media;
• Ability to handle multiple projects and prioritize work;
• Ability to work independently;
• Minimum of five years appropriate secretarial experience a plus.

• Applicants must have demonstrated experience working in and fostering a diverse and inclusive workplace and/or commitment to do so as an employee at WPI

• WPI is passionate about creating an inclusive workplace that promotes and values diversity. We are looking for candidates who can support our commitment to equity, diversity and inclusion.

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.