JOB TITLE
Administrative Assistant VI
LOCATION
Worcester
DEPARTMENT NAME
Budget & Operations
DIVISION NAME
Worcester Polytechnic Institute - WPI
JOB DESCRIPTION SUMMARY
Provide administrative support for the Executive Vice President and finance/operations division, including management of Outlook calendars, travel arrangements, scheduling meetings, and day-to-day finance office operations and project support, as well as assisting with tasks in the finance division as needed.
WPI is passionate about creating an inclusive workplace that promotes and values diversity. We are looking for candidates who can support our commitment to equity, diversity and inclusion.
JOB DESCRIPTION
Responsibilities:
Coordinate internal and external events for Executive Vice President, department executives, and other community members and external contacts including:
·Space arrangement
·Catering
·Materials and presentations preparation
·Scheduling
·Technology testing and coordination
·Travel arrangements
Oversees the office by:
·Order office supplies for kitchen and general department use
·Order letterhead, business cards, envelopes
·Create and follow-up on maintenance work orders
·Coordinate and assist service calls
·Manage department office access through Campus Police and Card Access on campus
·Manage department email, Microsoft teams group with updated materials and procedures internally
·Manage document retention system
·File and retrieve correspondence, documents, records, and reports
·Open and distribute daily mail
·Coordinate and assist setting up work space/hotel space including phone, computer, etc.
·Monitor and update the website
·Manage the Affinity Group membership, SharePoint drive, calendar invites and agendas, and information sharing
·Manage and create parking passes for guests on campus
·Assist in any technology issues
·Obtain signatures from CFO on documents
·Complete any credit applications sent to the Finance and Operations office
·Notarize any documents on campus
Oversee Finance office monthly payments by:
·Create and posting invoices in Workday, including lease, tax, etc.
·Manage monthly lease payment and creating a purchase order agreement leases over $10,000 for each fiscal year
·Submit expense reports for supplies, travel, etc.
·Create Cash Sales
Assist the following areas when short-staffed:
·Procurement
·Set up Pcards for new staff and faculty weekly
·Complete vehicle registration renewals
·Payroll
·Complete verifications of employment documents for past and current faculty, staff and students at WPI
·Managed the Dovetail queue
·Direct emails and questions related to payroll
·Assist students on how to setup direct deposit
·Accounts Payable
·Assist students with expense reports and related questions
Requirements:
1. Bachelor's Degree with commensurate general office experience, 2-4 years’ experience in a support role.
2. Proficient in MS Office; intermediate to advanced Word, Excel and PowerPoint skills required.
3. Ability to communicate effectively with internal and externalWPIcommunity in a courteous and helpful manner.
4. Ability to work independently, communicate effectively, use good judgment and reliably manage multiple projects.
5. Notary Public desirable.
Hourly pay rate: $21.63- $23.08. WPI’s 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 that actively seeks to increase the diversity of its workplace. 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 with diverse 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.