DIVISION NAME Worcester Polytechnic Institute - WPI
JOB DESCRIPTION SUMMARY Job Description Summary Acts as an administrative assistant to the Assistant Vice President and facilities managers for departmental administrative and business activities. Under minimum supervision performs a diverse range of confidential and administrative duties including accounts payable and budgeting.
JOB DESCRIPTION Responsibilities:
Prepares detailed spreadsheets for VP and managers for utilities, budgets, or other topics as requested. Utilize MS Word, Excel, PowerPoint, AIA software, WorkDay, 25Live, SchoolDude, and generate reports.
Must have a command of general office administrative skills. Must be pleasant and utilize helpful phone etiquette, with the ability to handle potentially irate callers. Must have ability to diffuse complaints or refer complaints to designated areas for investigation. Screen calls for managers and other departmental staff, take accurate and detailed messages, schedule meetings, appointments, and calendars for managers. Must be discreet and aware/sensitive to protecting confidential information.
Provide hardcopy and electronic filing and organization, mail sorting, record keeping and other miscellaneous office work as assigned to include, but not be restricted to, support for special events. Accurately maintain updated records of all budgets (capital and operating), licenses, leases, registrations, renewals, permits, payables, and other financial documents for the department.
Maintaining stock of office supplies and reordering as necessary to ensure adequate quantities are available at all time. Retrieve and print/plot drawings.
Process the hiring of students and schedules student hours.
Provides cross-coverage for other office staff. This may include preparation of purchase requisitions, purchase orders, department transfers, invoice control, preparation of check requests, processing payroll information and work orders, and generating WorkDay reports to assist in the review of the department budget.
Runs financial reports in WorkDay to provide information to managers.
Other duties as assigned. Requirements:
Advanced proficiency with Microsoft Office, particularly MS Excel pivot tables and macros. Familiarity with other personal computer applications required. Experience with SchoolDude work order processing, Drupal web software, and/or Workday software a plus. Knowledge of general office hardware, basic IT support, AV equipment, and basic computer troubleshooting.
High School Diploma required; Associate's Degree (AA) or equivalent from a two-year college or technical school preferred. Five+ years' experience in a fast paced office environment.
Excellent judgment, communication, and organization skills required. Confidentiality required.
Must be able to complete tasks and assignments correctly, accurately, and on time; must possess commitment and flexibility to work additional hours when necessary to complete tasks; able to identify ways to work more efficiently, must maintain confidentiality regarding departmental information and finances. Prioritizes and plan work activities; uses time efficiently.
Responds promptly to customer needs; solicits customer feedback to improve service; capable of diffusing complaints or referring complaints to proper individuals or designated areas for investigation. Approaches others in a tactful manner and treats them with respect; adapts to changes in the work environment; reacts well under pressure. Gives and welcomes feedback, and contributes to building a positive team; ability and willingness to be cross trained and to be a supportive member of the office team.
Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, and percentages. Ability to efficiently organize and maintain department files such as vendor payments and license renewals.
Ability to consistently produce reliable and accurate information and results. Effectively present information in one-on-one and small group situations to customers and other employees of the organization.
Must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.
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.
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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