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Job ID: 100362

Administrative Assistant V
Worcester Polytechnic Institute

  • Nov. 20, 2017
  • Administrative Assistant V
  • Worcester Polytechnic Institute
    Worcester, MA
    United States
  • 1/12/2018
  • Available immediately
  • Classified Staff
  • Administrative Support/Services
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Administrative Assistant V

Worcester Polytechnic Institute


Position Status: Administrative Non-Exempt Positions

Basic Function:

Graduate administrative support, provide clerical and administrative support to the Mathematical Sciences Department. Routinely answer questions involving in-depth knowledge of departmental policies and procedures. Provide a wide variety of clerical/administrative support provided to students, faculty and staff members.

Principal Duties and Responsibilities
  • Provides primary administrative support to the Mathematical Sciences Graduate Committees and to Graduate Coordinator.
  • Provides assistance to the department head and graduate coordinator/associate department head with all aspects of the graduate program including admissions processing, correspondence, verification of academic progress, financial matters. This includes handling all logistics of PhD exams.
  • Provides administrative support to Assistant Operations Manager for department events, workshops, conferences, student hires, record keeping, overall operation of department office.
  • Leads department e-mail response team for matters concerning graduate programs. Back up to graduate committees in responding to inquiries for materials, status of applications, and other admission-related questions via the department e-mail aliases.
  • Assist in answering all inquiries for the department related to graduate programs.
  • Maintain all graduate student files, petitions, prepare payroll information for Teaching Assistants, Research Assistants and Fellowship Awards, track important graduate student dates for submission of plans-of-study, graduation requirements and applications for the PhD defense. Also maintain records for BS/MS students transitioning from undergraduate to graduate degree
  • Maintain spreadsheets of student records for the program and prepare reports at the direction of the Department Head, Graduate Chair, and Assistant Operations Manager.
  • Advertise graduate student academic activity events. Assist with colloquia and visitors as needed. Help organize graduate student visits to campus.
  • Maintains the budget for graduate fellowships
  • Assist with website graduate content, marketing materials, colloquium, seminar, special lectures, announcements, department news. Interface with marketing department to facilitate website content.
  • Manages logistics, including room reservations, printing event materials, coordination of A/V and facilities support, and catering orders for routinely occurring graduate student professional development programs.
  • Handles the purchase of office supplies, card key access, building keys and materials. Maintains accurate purchasing and inventory records
  • Ability to learn new skills (especially computer skills) and to adapt to changing job requirements is a necessity.
  • Archives information (including electronic information) for future reference and use.
  • Ability to communicate effectively using tact and discretion and confidentiality.

Maintains and oversees confidential information requiring an in-depth knowledge of procedures
  • Assist in training work- study students
  • Maintains contact with part-time graduate students
  • Provides other miscellaneous duties to the department as needed
  • Interacts regularly with various internal and external constituencies including administration, faculty, students, and staff.
  • Serves as back up contact for visitors to the department. Assists both walk-in visitors and telephone callers. Well-versed in answering questions about application procedures and status, department/WPI requirements, interface with the WPI International House for Visa requirements and general program options.

Position Requirements
  • Bachelors degree is a plus with 5 years of experience preferably in higher education.
  • Excellent Microsoft Office and computer skills required, as well as a strong proficiency with databases and/or accounting system(s) is required.
  • Excellent written and verbal communication skills.
  • Excellent organizational and problem solving skills.
  • Excellent time-management skills.
  • Ability to operate effectively in a fast-paced deadline-driven environment.
  • Strong team-orientated work ethic.
  • Strong self-motivation and willingness to take on multiple tasks.
  • High levels of judgment and confidentiality are required for all aspects of the job, as well as the ability to interact effectively with a large and diverse group of students, faculty and staff.

Posting Date: 11/17/2017

Open Until Filled: Yes

Special Instructions to Applicants:

Hiring Range: $13.95-$15.00

EEO Information:

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. We are seeking individuals with diverse backgrounds and experiences who will contribute to a culture of creativity and collaboration, inclusion, problem solving and change making.

Criminal Background Check Statement:

A pre-employment criminal records check is required.

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Contact Information

  • Mathematical Sciences
    Worcester Polytechnic Institute


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