Administrative Specialist

JOB TITLE

Administrative Specialist

LOCATION

Worcester

DEPARTMENT NAME

Social Science & Policy Studies

DIVISION NAME

Worcester Polytechnic Institute – WPI

JOB DESCRIPTION SUMMARY

Reporting to the Department Head of Social Science & Policy Studies, the Administrative Specialist will provide administrative to the Social Science & Policy Studies Office department head, faculty and staff.

JOB DESCRIPTION

Responsibilities:

• Serve as a confidential administrative assistant to department head, associate department head, program directors, and 25 faculty members.
• Use Workday to assist with essential functions of the department, such as hiring work study students, processing payroll for students, submitting invoices from suppliers and contractors for payment.
• Assist with main office functions, such as ordering and restocking office supplies as needed/requested; assisting with mail and packages; submitting work orders for maintenance and keys as needed; planning, scheduling, and coordinating catering for departmental functions; replying to email, telephone, or in-person inquiries re: information about SSPS-related academic offerings and programming.
• Support faculty with various needs, such as scheduling committee meetings; photocopying, printing, and/or scanning documents; proofreading documents prior to printing; creating targeted email lists and databases as requested by faculty; creating flyers for events.
• Work with Marketing and Communications Department to maintain and update department website. Post department-related events and announcements when necessary.
• Assist with faculty candidate visits. Help organize candidate interview itinerary. Book travel arrangements, hotel, and limo service.
• Record, publish, and maintain minutes of all monthly Faculty Department meetings.
• Provide general support to SSPS department visitors.

Requirements:

• Associate’s Degree required
• 1-2 years of experience in office setting
• Excellent time management skills; ability to multi-task and prioritize work
• Solid attention to detail and problem-solving abilities
• Strong organizational and planning skills
• Proficient in Microsoft Office and Zoom; knowledge of Workday and Drupal helpful, but not required
• Ability to collaborate with staff across multiple departments and divisions within WPI
• Openness to learning new skills and programs

Compensation:

Salary: $23.80 – $25.00 per hour. Salary is based on related experience, expertise, and internal equity. WPI’s benefits package 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.

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