Administrative Specialist

Talentify; Massachusetts; On-site; USD 32,000 - 34,000; Part time

Job summary

WPI in Worcester is seeking an Administrative Specialist to unite and support the DIGS department community. You will provide comprehensive administrative assistance to the department head and faculty, manage confidential records, schedule meetings, and support communications and events.

The role involves coordinating events, assisting with faculty searches, supervising student workers, and maintaining Drupal/WordPress content.

Qualifications

• High school degree or GED; some college or university is a plus.
• 3 years of experience in an administrative or office setting.
• Excellent communication and computer skills are required.
• Proficiency using Microsoft tools and ability to learn new computer skills.
• High level of judgment and confidentiality, and the ability to interact effectively with a wide range of people.
• Ability to work independently as well as part of a team.

Responsibilities

• Provide comprehensive administrative support to the department head, program directors, faculty, staff, and department committees. Manage confidential records and documents, coordinate meetings and calendars, prepare agendas and meeting notes, and support departmental communications and initiatives.
• Assist with departmental events and meetings, including scheduling, space reservations, catering, guest arrangements, flyers, and announcements.
• Support faculty searches and other academic processes, including candidate correspondence, interview scheduling, visitor arrangements, and related documentation.
• Share responsibility for supervising student workers and supporting various department initiatives.
• Provide administrative and financial support, including processing expense reports and assisting with financial reporting.
• Support departmental outreach and communications in collaboration with Marketing and Communications. Maintain and update department websites using content management systems such as Drupal and WordPress, and maintain signage, announcements, and displays. Research and develop content for newsletters, websites, and social media, including short features highlighting department projects and activities.
• Coordinate general office operations, including conference room calendars, facilities work orders, shared office equipment, supplies, and mail.
• Provide a welcoming and supporting atmosphere, and generally serve as a resource to, faculty, staff, students, and visitors.

Skills

Communication skills

Confidentiality

Teamwork

Independent work

Education

High school diploma or GED

Some college or university

Tools

Microsoft Office

Drupal

WordPress

Job description

About this job

JOB TITLE

Administrative Specialist

LOCATION

Worcester

DEPARTMENT NAME

DIVISION NAME

Worcester Polytechnic Institute - WPI

JOB DESCRIPTION SUMMARY

The Administrative Specialist in the Department of Integrative and Global Studies (DIGS) is an organizational anchor who unites and supports a dynamic department community. With about 30 full-time faculty, numerous adjunct and affiliated faculty, and staff collaborators in offices across campus, DIGS helps deliver WPI's unique experiential learning programs. Faculty and staff bring a commitment to community-engagement and global and intercultural learning, to help students grow as future leaders and ethical practitioners. The Administrative Specialist supports the operations and activities of this community-minded and growth-oriented department.

JOB DESCRIPTION

Responsibilities:

• Provide comprehensive administrative support to the department head, program directors, faculty, staff, and department committees. Manage confidential records and documents, coordinate meetings and calendars, prepare agendas and meeting notes, and support departmental communications and initiatives.
• Assist with departmental events and meetings, including scheduling, space reservations, catering, guest arrangements, flyers, and announcements.
• Support faculty searches and other academic processes, including candidate correspondence, interview scheduling, visitor arrangements, and related documentation.
• Share responsibility for supervising student workers and supporting various department initiatives.
• Provide administrative and financial support, including processing expense reports and assisting with financial reporting.
• Support departmental outreach and communications in collaboration with Marketing and Communications. Maintain and update department websites using content management systems such as Drupal and WordPress, and maintain signage, announcements, and displays. Research and develop content for newsletters, websites, and social media, including short features highlighting department projects and activities.
• Coordinate general office operations, including conference room calendars, facilities work orders, shared office equipment, supplies, and mail.
• Provide a welcoming and supporting atmosphere, and generally serve as a resource to, faculty, staff, students, and visitors.

Requirements:

• High school degree or GED. Some college or university is a plus.
• 3 years of experience in an administrative or office setting.
• Excellent communication and computer skills are required.
• Proficiency using Microsoft tools and have the ability and willingness to learn new computer skills and adapt to changing job requirements.
• High level of judgment and confidentiality, and the ability to interact effectively with a wide range of people.
• Ability to work independently as well as part of a team.

Compensation:

Hourly pay rate: $23.00 - $25.50 per hour. Salary is based on related experience, expertise, and internal equity. WPI's benefits package includes a robust retirement match, wellness perks, tuition assistance and more!

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. It seeks individuals from all backgrounds and experiences who will contribute to a culture of creativity, collaboration, inclusion, problem solving, innovation, high performance, and change making. It is committed to maintaining a campus environment free of harassment and discrimination.