Administrative Specialist: Department Operations & Events

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

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