Job Details
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
Monitor the ...@wpi.edu email and help with any questions re garding credit limit, fraud, missing pcard
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:
- Bachelor's Degree with commensurate general office experience, 2-4 years' experience in a support role.
- Proficient in MS Office; intermediate to advanced Word, Excel and PowerPoint skills required.
- Ability to communicate effectively with internal and external WPI community in a courteous and helpful manner.
- Ability to work independently, communicate effectively, use good judgment and reliably manage multiple projects.
- Notary Public desirable.
Hourly pay rate: $21.63- $23.08. 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 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.