Administrative Specialist

Worcester Polytech; Worcester (MA); On-site; USD 32,000 - 34,000; Full time

Benefits offered by this job

Retirement match

Wellness perks

Tuition assistance

Job summary

Worcester Polytechnic Institute (WPI) in Worcester, MA is seeking an Administrative Support Specialist for the Integrative & Global Studies Department. The role assists the Department Head and faculty with confidential documents, meeting coordination, and project support across events, faculty searches, and reporting.

The position requires a High School Diploma or GED and 3-5 years of office experience, with strong Microsoft Office and Outlook skills.

Qualifications

• High School Diploma or GED required.
• 3-5 years' relevant office experience.
• Proficiency with Microsoft Office and Outlook.

Responsibilities

• Administrative support to the Department Head and faculty.
• Schedule meetings and provide Zoom links; take notes and prepare agendas.
• Support department committees and organize events and spaces.
• Maintain department website and update calendars for conference rooms.
• Process expenses, onboarding, and grant-related paperwork.

Skills

Microsoft Office

Outlook

Education

High School Diploma or GED

Job description

LOCATIONWorcesterDEPARTMENT NAMEIntegrative & Global StudiesDIVISION NAMEWorcester Polytechnic Institute - WPIJOB DESCRIPTION SUMMARYThis position will provide general and specialized support to the Department Head and faculty in WPI's Department of Integrative and Global Studies.JOB DESCRIPTIONResponsibilities:Administrative SupportPrepare, file, and maintain departmental confidential documents, including personnel records, contracts, annual reviews, tenure reviews, etc..Assist in scheduling/providing zoom links for meetings with DIGS department head and program directorsSchedule, disseminate agendas, and provide note-taking functions for department meetings.Provide administrative support to department committees.Provide support for organizing departmental meetings and events (flyers, listserv invites, WPI today/announcements, space, catering, guest support) Gathering, collating, presenting program/survey/ data/information as required.Support department initiatives as requiredSupport faculty searches (correspondence, scheduling, reservations for visitors, expenses, other paperwork).Share in supervisory role of student workers.Maintain updated syllabi for each course/instructor.Collate/format documents/appendices for grant applications/proposals.Maintain website for DIGS facultyMaintain calendar for 1-2 conference rooms in the project cente r, schedule as necessary for PQP meetings.Requisition work orders with facilities.Oversee and maintain shared office equipment and supplies (copier, paper, other supplies).Ensure the delivery of outgoing mail.Student support.Support Academic ProgramsAssist with event organization. Schedule courses (ID2050 and grad classes)Help organize faculty workshops and training seminars.Financial operationsProcess incoming expense report reviews for DIGS faculty designees.Setting up and onboarding new hires (students, adjuncts and other non-GPP) and payments. Producing financial reports for DIGS cost centerSupport grant administration and disbursement of funds for department facultyPay department invoicesProject center supportProvide local coordinator support to the Worcester Community Project Center including overseeing building resources and supply ordering, distribution and collection of keys and parking passesCoordinate with instructors to secure venues/catering for final presentations at the end of every term.Data Analysis and OutreachWork with Marketing and Communications Department in maintaining and updating department website, using Content Management System, Drupal, and Word PressMaintain signage, announcements/displaysResearch, 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.Assist with preparation of the Department HandbookAssist with preparation of the Department Annual ReportRequirements:High School Diploma or GED and 3-5 years' relevant experience, in an office setting.Must be familiar with Microsoft Office and various office products, including Outlook.To Apply:Please submit a cover letter and resume for consideration.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 STATUSUnited 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.