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Job ID: 132146

Temporary Administrative Assistant
Worcester Polytechnic Institute


Date Posted Oct. 23, 2019
Title Temporary Administrative Assistant
University Worcester Polytechnic Institute
Worcester, MA, United States
Department
Application Deadline Open until filled
Position Start Date Available immediately
 
 
  • Classified Staff
  • Administrative Support/Services
 
 



JOB TITLE
Temporary Administrative Assistant

LOCATION
Worcester

DEPARTMENT NAME
Civil & Environmental Engineering Department-JM

DIVISION NAME
Worcester Polytechnic Institute - WPI

JOB DESCRIPTION SUMMARY
Serve as confidential assistant to department head; acts as the initial contact assisting students and faculty with questions and directions, and oversees operation of the Department Office. Deals with very many sensitive, confidential matters for the department head and makes decisions in absence of supervisor that affects the department, relieves department head of handling numerous routine contacts, discusses with department head decisions on policies and procedures to effectively and smoothly run the department office, provides a wide variety of knowledge of office operations and procedures.

JOB DESCRIPTION
Responsibilities:
  • Serve as confidential assistant to department head; acts as the initial contact assisting students and faculty with questions and directions, and oversees operation of the Department Office. Deals with very many sensitive, confidential matters for the department head and makes decisions in absence of supervisor that affects the department, relieves department head of handling numerous routine contacts, discusses with department head decisions on policies and procedures to effectively and smoothly run the department office, provides a wide variety of knowledge of office operations and procedures.
  • Process all check requests, expense reports and P Card transactions. Maintain accounting ledger for Operating Budget, PO's, Dept Funds, Gifts, Grants, etc.
  • Maintain P Card transaction log records
  • Assists in Dept Operating Budget procedures and processes
  • Assists in coordinating the Draft Course Schedule for next Academic Year with Dept. Head
  • Assists in coordinating the Draft Adjunct Teaching Schedule with the Dept. Head - prepares authorizations for the offices of the Dean and Provost.
  • Maintain Dept website with Content Management Software (All undergraduate and faculty/staff items)
  • Maintain Hallway Monitor (All undergraduate and faculty/staff items)
  • Guides and assists student office workers (Work Study), Peer Learning Assistants (PLA's), Lab Assistants (LA's), assigning office student and lab assistant duties on a Term-to-Term basis, hiring through Work Day
  • Orders all office supplies required to effectively run the department office efficiently including maintenance of copy machine, fax machine, plant services work orders, arranges setting up offices for new faculty member. Including Kitchen supplies (ie: coffee, etc.) Works with Vendors for supplies (ie: Good as Gold Coffee, WB Mason, etc.)
  • Orders all textbook and desk copies required by professors for each term. Works closely with WPI Bookstore and Publishing companies.
  • Orders necessary materials required by professors to run their courses effectively, as well as projects.
  • Screens daily mail and distributes same, handles many pieces of incoming mail independently.
  • Makes travel arrangements for department head and faculty members when called upon to do so.
  • Ability to perform most of duties and responsibilities required in CEE Office.
  • Organizes field trips for professors and students for each term.
  • Assists Dept. Head in coordinatng weekly CEE Department Meetings (minutes, notifications, ordering of lunches, etc.)
  • Works closely with WPI's IT Dept. for Computer Account and Access for Students, Faculty, Staff, and Visitors.
  • Works closely with WPI's Finance/Procurement Departments, processing all check requests, expense reports, P-cards, Purchase Orders & Invoices within WPI's Work Day System for the CEE Department.
  • Works closely with Career Development Center for CEE Annual Networking Event, utilizing the Handshake system.
  • Works closely with Events Office in assigning classrooms for Terms, Conference rooms as needed, and event planning.
  • Works closely with our Undergraduate Admissions office in WPI Open House Events. Schedules coverate of professors for each one.
  • Assists Dept. Head in coordinating bi-annual meetings of the CEE Advisory Committee, arranging notification of meetings, necessary refreshments and preparation of material required to mail to members for these meeting.
  • Works closely with Talent Management (HR), guides and assists student office workers (Work Study), Peer Learning Assistants (PLA's), and Lab Assistants (LA's). Assigning office student and lab assistant duties on a Term-to-Term basis, hiring through Work Day (PAP's), and approving timesheets on a bi-weekly basis through WPI's Work Day system.
  • Responsible for coordinating and running the following events annually: Project Presentation Day, Networking Event , Graduation Banquet
  • Flexible and able to maintain good working relationship with department faculty, staff and students, as well as other members of the WPI community.
  • Wide variety of clerical/administrative support provided to students, faculty and staff members.
  • Ability to perform most of duties and responsibilities required in CEE Office.
  • Assists and advises the department head and committee members on practical aspects of policy and curriculum changes. Contributes to discussion and implementation of changes in overall department direction as promoted by the department head and individuals and committees working to change and update curriculum, new research emphases, and other core functions of the department.
  • Performs other duties as assigned.


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. 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.

To apply, visit: https://wpi.wd5.myworkdayjobs.com/en-US/WPI_External_Career_Site/job/Worcester/Temporary-Administrative-Assistant_R0000759

About WPI

WPI is a vibrant, active, and diverse community of extraordinary students, world-renowned faculty, and state of the art research facilities. At WPI, we have competitive and comprehensive benefits, including health insurance, long-term care, retirement, tuition assistance, flexible spending accounts, work-life balance and much more.

Diversity & Inclusion at WPI

WPI is committed to creating an inclusive workplace where everyone feels valued and respected; a place where every student, faculty and staff member can be themselves, so that they can study, live, and work comfortably, to reach their full potential, and make meaningful contributions in order to meet departmental and institutional goals. WPI thrives on innovative practice and welcomes diverse perspectives, insight, and people from diverse lived experiences, to enhance the community environment and propel the institution to the next level in a competitive, global marketplace.

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