Administrative Specialist: Department Operations & Events

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

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.