Administrative Specialist

Worcester Polytech; Massachusetts; On-site; USD 32,000 - 34,000; Full time

Benefits offered by this job

Tuition assistance

Retirement match

Health insurance

Paid time off

Job summary

Worcester Polytechnic Institute (WPI) is seeking an Administrative Specialist in the Integrative & Global Studies department. The role anchors daily operations, coordinates meetings, manages confidential records, and supports faculty searches and outreach.

The position involves website maintenance with Drupal/WordPress and close collaboration across campus with staff and students. The successful candidate will bring at least 3 years of office experience, strong communication, proficiency with

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 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.

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

Administrative experience

Excellent communication

Microsoft Office

Confidentiality

Teamwork

Education

High school diploma or GED

Some college or university (preferred)

Tools

Microsoft Office Suite

Drupal

WordPress

Job description

Job Title, Location, Department

JOB TITLE Administrative Specialist LOCATION Worcester DEPARTMENT NAME Integrative & Global Studies 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.

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.

Benefits Package

• WPI’s benefits package includes a robust retirement match, wellness perks, tuition assistance and more!
• WPI offers competitive and comprehensive employee benefit programs, including paid time off, health insurance, life and long‑term disability insurance, retirement savings plans, tuition assistance, flexible spending accounts, and a working environment that prioritizes mental health and well‑being.

FLSA Status

FLSA STATUS United States of America (Non‑Exempt)

Equal Opportunity Employer

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.

About WPI

WPI Worcester Polytechnic Institute (WPI) is a vibrant and diverse community of extraordinary students, talented and dedicated staff, and world‑renowned faculty. Along with its state‑of‑the‑art research facilities, WPI offers competitive and comprehensive employee benefit programs, including paid time off, health insurance, life and long‑term disability insurance, retirement savings plans, tuition assistance, flexible spending accounts, and a working environment that prioritizes mental health and well‑being. It is a community committed to civility and respect—making inclusion and belonging a reality for everyone on its campus.