Administrative Associate

WPI • Worcester, MA

9d

About The Position

As part of the Physics departmental team at Worcester Polytechnic Institute, the Administrative Associate provides administrative support to faculty, staff, and students. The role manages daily departmental office operations, coordinates events, communicates with stakeholders, and supports academic programs. The position also assists with graduate program administration, accreditation and assessment activities, academic operations, and departmental outreach.

Requirements

• High school diploma.
• 0–3 years of relevant experience.

Responsibilities

• Collect course materials, including syllabi, examinations, and study guides; enter and maintain these materials in web or other archives; and provide previous syllabi upon request.
• Organize course materials for accreditation teams and assessment studies; assist with assessment data collection and record keeping; and maintain the department library and archives in coordination with faculty.
• Support departmental office activities and prepare letters, memos, reports, newsletters, and calendars using tools including Word, Excel, Outlook, Teams, Qualtrics, Google Forms, and MailChimp.
• Maintain department web pages, multimedia outlets, and Learning Management Sites; update department literature, display cases, bulletin boards, and directory.
• Work with the Departmental Graduate Committee and Graduate School; organize and record committee meetings; maintain graduate student records; oversee application processes and correspondence; and support students’ progress through program milestones.
• Plan, coordinate, and execute departmental and, as appropriate, university events, including colloquia, seminars, research showcases, student organization activities, and open houses.
• Disseminate event announcements, coordinate with other offices, manage registration, arrange venue setups and refreshments, and support outreach and special projects.
• Serve as a receptionist; respond to or route inquiries by phone, email, in person, and Zoom; greet visitors; and assist current and prospective students with information needs.
• Supervise work-study students and their biweekly payrolls; take minutes at departmental committee meetings; and order and maintain office supply inventory.
• Coordinate with departmental staff and faculty on TA and PLA scheduling and coverage, and support teaching, research, and outreach activities.
• Reserve rooms for exams and study sessions, and coordinate TAs for exam proctoring.

Benefits

• Robust retirement match.
• Wellness perks.
• Tuition assistance.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED