Administrative Specialist

Worcester Polytechnic Institute•Worcester, MA

1d•$23 - $26•Onsite

About The Position

This position will provide general and specialized support to the Department Head and faculty in WPI's Department of Integrative and Global Studies.

Requirements

High School Diploma or GED
3-5 years' relevant experience, in an office setting.
Must be familiar with Microsoft Office and various office products, including Outlook.

Nice To Haves

Experience with Content Management System, Drupal, and Word Press

Responsibilities

Prepare, file, and maintain departmental confidential documents, including personnel records, contracts, annual reviews, tenure reviews, etc.
Assist in scheduling/providing zoom links for meetings with DIGS department head and program directors
Schedule, disseminate agendas, and provide note-taking functions for department meetings.
Provide administrative support to department committees.
Provide support for organizing departmental meetings and events (flyers, listserv invites, WPI today/announcements, space, catering, guest support)
Gathering, collating, presenting program/survey/ data/information as required.
Support department initiatives as required
Support faculty searches (correspondence, scheduling, reservations for visitors, expenses, other paperwork).
Share in supervisory role of student workers.
Maintain updated syllabi for each course/instructor.
Collate/format documents/appendices for grant applications/proposals.
Maintain website for DIGS faculty
Maintain calendar for 1-2 conference rooms in the project center, schedule as necessary for PQP meetings.
Requisition work orders with facilities.
Oversee and maintain shared office equipment and supplies (copier, paper, other supplies).
Ensure the delivery of outgoing mail.
Student support.
Assist with event organization.
Schedule courses (ID2050 and grad classes)
Help organize faculty workshops and training seminars.
Process incoming expense report reviews for DIGS faculty designees.
Setting up and onboarding new hires (students, adjuncts and other non-GPP) and payments.
Producing financial reports for DIGS cost center
Support grant administration and disbursement of funds for department faculty
Pay department invoices
Provide local coordinator support to the Worcester Community Project Center including overseeing building resources and supply ordering, distribution and collection of keys and parking passes
Coordinate with instructors to secure venues/catering for final presentations at the end of every term.
Work with Marketing and Communications Department in maintaining and updating department website, using Content Management System, Drupal, and Word Press
Maintain signage, announcements/displays
Research, write, and contribute department-related articles to newsletters, websites, and social media.
Work with department to produce and publish short, information posts that spotlight department-related projects and activities.
Assist with preparation of the Department Handbook
Assist with preparation of the Department Annual Report