Operations Coordinator

Worcester Polytechnic Institute•Worcester, MA

12d•$49,500 - $65,000•Onsite

About The Position

The Operations Coordinator manages the daily operations of the STEM Education Center at Worcester Polytechnic Institute and serves as the primary contact for stakeholders and partners. The role provides administrative, marketing, and budgetary and financial support, works closely with the Executive Director, and serves as program manager for the Central Massachusetts STEM Network (CMSN) Ecosystem while supporting other Center growth areas. This is a full-time, on-site, fixed-term position funded through June 30, 2027, with the possibility of 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.

Requirements

Associate’s degree required.
At least three years of relevant office work experience.
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 ability to manage, analyze, and project budgets and produce reports.
Ability to create flyers, newsletters, announcements, and webpages.
Ability to work independently and as part of a team, with 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 the Center’s daily 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 draft and distribute communications about deadlines, updates, opportunities, and policy and procedure changes.
Maintain a welcoming and supportive office environment for Center members, students, and guests.
Recruit, train, and supervise student assistants; manage timesheets, payroll, costing allocations, and student worker schedules.
Monitor Center accounts, including select grants, monthly and resolve discrepancies through university financial processes.
Support the creation and monitoring of customer invoices in Workday and submission and payment monitoring of supplier invoices and supporting documents.
Oversee administration and maintenance of contracts.
Create budget documents and analyses for 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 event literature tables.
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.
Manage the Central Massachusetts STEM Network (CMSN) Ecosystem as program manager and support other growth areas of the Center.