JOB TITLE
Administrative Associate
LOCATION
Worcester
DEPARTMENT NAME
Mechanical & Materials Engineering
DIVISION NAME
Worcester Polytechnic Institute - WPI
JOB DESCRIPTION SUMMARY
The Administrative Associate assists with the administrative and operational support for the daily operations of the Department of Mechanical & Materials Engineering. This role supports student project budgets and manages departmental resources along with providing daily office support.
JOB DESCRIPTION
Responsibilities:
1. Process and monitor expense reports, departmental transfers, purchase orders, and vendor payments
2. Create and manage vendor invoice requests in alignment with WPI financial policies
3. Apply for and manage departmental purchasing card (PCard) for faculty, staff and students
4. Coordinate with internal departments to secure supplemental funding when needed
5. Process travel and reimbursement requests for student conferences and competitions
6. Coordinate course-related materials and billing with the bookstore; manage payment deposits
7. Oversee receipt and distribution of departmental packages (with student worker support)
8. Track and reconcile budgets for student Major Qualifying Projects (MQPs), grants, and departmental accounts
9. Monitor MQP budgets each academic year, ensuring student groups remain within allocated funding
10. Assist the Operations Manager, Undergrad Committee & MQP coordinators with MQP planning, preparation, and execution of all aspects of event.
11. Assist Faculty, Staff & Students with anything Undergrade relate - provide information about undergrad programs and maintain relationship with other WPI academic units.
12. Support daily office operations including front desk coverage, phone/email inquiries, and visitor assistance
13. Assist faculty, staff and students with facility requests, room reservations, work order and other things - event logistics, visits with prospective students.
14. Utilize Workday and other institutional systems to complete transactions and assist users
15. Provide guidance to faculty, staff, and students on administrative processes and tools
16. Assist the Operations Manager with FWS process - Posting, Checking Resumes, Hiring, Training, etc.
17. Foster a collaborative, team-oriented environment while delivering responsive customer service
18. Identify and resolve issues through effective problem-solving and process improvement
19. Perform other duties as assigned
Requirements:
20. Associate’s degree or equivalent combination of education and experience
21. Experience in administrative support, preferably in a higher education
22. Demonstrated experience with financial processes and systems (e.g., expense reporting, purchasing)
23. Strong organizational skills and attention to detail
24. Ability to manage multiple priorities and meet deadlines
25. Effective communication and interpersonal skills as a team member
Compensation:
Salary: $21.25 - $25.00 per hour. Salary is based on related experience, expertise, and internal equity. 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. 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.