Administrative Assistant V
- 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 V
LOCATION
Worcester
DEPARTMENT NAME
Sustainability
DIVISION NAME
Worcester Polytechnic Institute - WPI
JOB DESCRIPTION SUMMARY
Acts as an administrative assistant to the Vice President for Campus Planning and Facilities Management and facilities managers for departmental administrative and business activities. Under minimum supervision performs a diverse range of confidential and administrative duties including accounts payable and budgeting.
JOB DESCRIPTION
Responsibilities:
- Must have a command of general office administrative skills. Must be pleasant and utilize helpful phone etiquette, efficient and respectful skills for fielding multiple calls and managing caller's expectations. Must have ability to diffuse complaints or refer complaints to designated areas for investigation.
- Screen calls for managers and other departmental staff, schedule meetings, appointments, and calendars for managers utilizing MS Word, Excel, PowerPoint, 25Live, and Workday.
- Answering, screening, and logging calls to Customer Service Center, taking accurate and detailed messages for urgent, emergent, and routine service, relaying calls or messages to appropriate staff and managers, dispatching staff via radio or telephone to respond to service requests and emergencies.
- Coordinate and relay information accurately with WPI management, stakeholders, and customers that need critical, high-level attention and follow up. Must be discreet and aware/sensitive to protecting confidential information.
- Provide hardcopy and electronic filing and organization, mail sorting, record keeping and other miscellaneous office work as assigned. Maintaining stock of office supplies and reordering as necessary to ensure adequate quantities are available at all time.
- Maintain monthly P-card reports, renew memberships, complete conference applications, schedule and support department and association events. Prepare detailed spreadsheets of utilities, vehicles, taxes, cell phones, and other expenses as requested.
- Manage employee onboarding, including space needs, office equipment, phones, and IT requirements.
- Manage student labor, scheduling, on boarding, and interfacing with HR and managers for requirements.
- Run financial reports in Workday to provide information to managers.
- Manage and maintain SOP documents for Facilities Division.
- Maintain WPI Emergency contact list.
- Provide cross-coverage for other office staff including work orders, purchase requisitions, purchase orders, invoice processing, check requests, processing payroll information, and generating Workday reports.
- Other duties as assigned.
Requirements:
- High School Diploma required; Associate's Degree (AA) or equivalent from a two-year college or technical school preferred.
- Advanced proficiency with Microsoft Office and computer skills, as well as familiarity with other personal computer applications required. Experience with SchoolDude work order processing, and Workday software a plus.
- Excellent judgment, communication, and organization skills required. Confidentiality required.
- Must be able to complete tasks and assignments correctly, accurately, and on time; must possess commitment and flexibility to work additional hours when necessary to complete tasks; able to identify ways to work more efficiently, must maintain confidentiality regarding departmental information and finances. Prioritizes and plan work activities; uses time efficiently.
- Responds promptly to customer needs; solicits customer feedback to improve service; capable of diffusing complaints or referring complaints to proper individuals or designated areas for investigation. Approaches others in a tactful manner and treats them with respect; adapts to changes in the work environment; reacts well under pressure. Gives and welcomes feedback, and contributes to building a positive team; ability and willingness to be cross trained and to be a supportive member of the office team.
- Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, and percentages. Ability to efficiently organize and maintain department files such as vendor payments and license renewals.
- Ability to consistently produce reliable and accurate information and results. Effectively present information in one-on-one and small group situations to customers and other employees of the organization.
- Must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.
- 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.
To apply, visit: https://wpi.wd5.myworkdayjobs.com/en-US/WPI_External_Career_Site/job/Worcester/Administrative-Assistant-V_R0001303
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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