Administrative Associate

Worcester Polytechnic Institute•Worcester, MA

7d•$21 - $25•Onsite

About The Position

The Administrative Associate assists with the administrative and operational support for the daily operations of the Department of Mechanical & Materials Engineering. This role supports student project budgets and manages departmental resources along with providing daily office support.

Requirements

Associate’s degree or equivalent combination of education and experience
Experience in administrative support, preferably in a higher education
Demonstrated experience with financial processes and systems (e.g., expense reporting, purchasing)
Strong organizational skills and attention to detail
Ability to manage multiple priorities and meet deadlines
Effective communication and interpersonal skills as a team member

Responsibilities

Process and monitor expense reports, departmental transfers, purchase orders, and vendor payments
Create and manage vendor invoice requests in alignment with WPI financial policies
Apply for and manage departmental purchasing card (PCard) for faculty, staff and students
Coordinate with internal departments to secure supplemental funding when needed
Process travel and reimbursement requests for student conferences and competitions
Coordinate course-related materials and billing with the bookstore; manage payment deposits
Oversee receipt and distribution of departmental packages (with student worker support)
Track and reconcile budgets for student Major Qualifying Projects (MQPs), grants, and departmental accounts
Monitor MQP budgets each academic year, ensuring student groups remain within allocated funding
Assist the Operations Manager, Undergrad Committee & MQP coordinators with MQP planning, preparation, and execution of all aspects of event.
Assist Faculty, Staff & Students with anything Undergrade relate - provide information about undergrad programs and maintain relationship with other WPI academic units.
Support daily office operations including front desk coverage, phone/email inquiries, and visitor assistance
Assist faculty, staff and students with facility requests, room reservations, work order and other things - event logistics, visits with prospective students.
Utilize Workday and other institutional systems to complete transactions and assist users
Provide guidance to faculty, staff, and students on administrative processes and tools
Assist the Operations Manager with FWS process - Posting, Checking Resumes, Hiring, Training, etc.
Foster a collaborative, team-oriented environment while delivering responsive customer service
Identify and resolve issues through effective problem-solving and process improvement
Perform other duties as assigned