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Worcester Polytechnic Institute
  • Position Number: 1150597
  • Location: Worcester, MA
  • Position Type: Secretary and Administrative Assistants

Administrative Assistant V

Worcester Polytechnic Institute

Department: Advancement Services & Information Technology

Position Status: Administrative Non-Exempt Positions

Basic Function:
Provide administrative support to the Assistant Vice President for Strategic Volunteer Engagement and the Assistant Vice President of Advancement Operations. This position is a member of the Division of University Advancement's staff and requires interactions with faculty, staff, alumni, donors and trustees.

Principal Duties and Responsibilities

  • Serve as primary support staff for Strategic Volunteer Engagement and Advancement Operations.
  • Use a variety of technical applications such as MS Office, Salesforce, Sharepoint, Argos, etc. in support of day-to-day projects and task completion.
  • Coordinate arrangements for campus visits, events, meetings and travel, including scheduling, equipment, space, catering arrangements and communications.
  • Serve as the Office Manager for the University Advancement Offices at 85 Prescott Street, which includes:

    - Interfacing regularly with the management company and related campus departments regarding facility requirements, including service vendors.

    - Establishing office procedures and controls of files; set up, maintain, and/or revise files; maintain inventory and order office supplies and other appropriate materials.

    -Coordinating departmental recruiting, hiring and on-boarding of new staff members.

  • Perform general administrative duties including answering phone calls and responding to general inquiries, maintaining Outlook calendars, photocopying and filing.
  • Prepare and process purchase orders, invoices, check requests, expense reports and department transfers. Monitor departmental budgets and communicate any issues.
  • Perform special projects and duties as assigned.

    Position Requirements

  • High School graduate or equivalent required.
  • Additional educational experience and a minimum of five years related work experience preferred.
  • Expert use of Microsoft Office software (Outlook, Word, Excel); especially mail merges
  • Good judgement and discretion in handling highly confidential and sensitive documents and exceptional attention to detail essential.
  • Ability to work independently, communicate effectively with internal and external constituents, and to work accurately in a fast-paced environment necessary.
  • Occasional evening and weekends required for divisional events, such as Alumni Weekend and Homecoming.

  • Posting Date: 01/11/2018

    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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