Operations Coordinator

WPI•Worcester, MA

10d•Onsite

About The Position

The Operations Coordinator manages the daily operations of WPI’s STEM Education Center and serves as its primary contact for stakeholders and partners. The role provides administrative, marketing, and budgetary/financial support, manages operations for the Central Massachusetts STEM Network (CMSN) Ecosystem, and supports other areas of Center growth. This is a full-time, on-site, fixed-term position funded through June 30, 2027, with possible extension depending on continued funding. Some flexibility in work hours and days may be possible, provided the Center’s 9 a.m. to 3 p.m. business hours are covered. The Coordinator provides comprehensive administrative support, manages office operations and records, and recruits, trains, and supervises student assistants. The position monitors accounts and grants, supports invoicing and accounts payable through Workday, administers contracts, and prepares budget documents and analyses. It also supports communications, marketing, websites, and events, and collaborates with campus stakeholders. WPI offers a salary range of $49,500–$65,000 per year, depending on experience. Salary is based on related experience, expertise, and internal equity; new hires can generally expect pay between the minimum and midpoint of the range.

Requirements

Associate’s degree required.
At least three years of relevant office work experience.
Strong ability to manage, plan, and prioritize multiple tasks with attention to detail in a fast-paced environment.
Excellent written and verbal communication skills.
Competency with office and communication tools, such as Microsoft Office and Google Suite, and willingness to learn new systems.
Demonstrated skills in managing, analyzing, and projecting budgets and producing reports.
Ability to create flyers, newsletters, announcements, and webpages.
Ability to work independently and as part of a team, with a high level of professionalism and discretion.

Nice To Haves

Bachelor’s degree preferred.
Experience with Workday and payroll systems preferred.

Responsibilities

Provide comprehensive administrative support for the STEM Education Center and its team members, working closely with the Executive Director.
Manage daily Center operations and administrative functions, including responding to email and phone inquiries, ordering supplies, and coordinating with IT and facilities.
Coordinate and schedule meetings, reserve rooms, and communicate deadlines, updates, opportunities, and policy or procedure changes to the Center team.
Maintain a welcoming and supportive office environment for Center members, students, and guests.
Recruit, train, and supervise Center student assistants; manage timesheets, payroll, costing allocations, and student worker schedules.
Monitor Center accounts, including select grants, monthly and rectify discrepancies through financial processes aligned with university policies.
Support team members in creating and monitoring customer invoices in Workday.
Support submission of supplier invoices and supporting documents in Workday and monitor them for payment.
Oversee the administration and maintenance of contracts.
Create budget documents and analyses to support budget planning and reporting.
Produce monthly newsletters, maintain Center email lists and the CMSN Ecosystem member database, promote the Center, oversee promotional materials, and prepare for conferences and literature tables at events.
Create and update department websites using content management systems such as Drupal and WordPress; maintain signage, announcements, and displays.
Coordinate Center activities and events, including venue reservations, room preparation, catering, visitor directions and transportation information, parking permits, technology setup, breakdown, and cleaning requests.
Collaborate with multiple campus stakeholders.