What are the responsibilities and job description for the Administrative Specialist (Part-Time) position at Worcester Polytechnic Institute?
JOB TITLE
Administrative Specialist (Part-Time)
LOCATION
Worcester
DEPARTMENT NAME
Marketing Communcations
DIVISION NAME
Worcester Polytechnic Institute - WPI
JOB DESCRIPTION SUMMARY
The Administrative Specialist in Marketing & Communications will be responsible for providing exceptional organizational and logistical support to a dynamic and fast-paced team. This individual will manage the smooth operation of the office environment, assist with departmental meetings and events, support financial administration, and handle sensitive and confidential matters. Key duties will also include serving as a primary point of contact for internal and external stakeholders.
This is a part-time, in-office position reporting to the Vice President, Chief Marketing & Communications Officer, with minimal supervision. The role requires availability Monday through Thursday from 9 a.m. to 1 p.m. but can be flexible if needed. Remote or hybrid work is not an option.
Applicants must have demonstrated experience working in and fostering a diverse and inclusive workplace and / or commitment to do so as an employee at WPI.
JOB DESCRIPTION
Essential Functions :
Manage efficient office operations, including :
o Productive use of collaboration spaces and common areas
o Incoming and outgoing mail; monitoring of the marketing email inbox
o Subscriptions, supplies, and equipment
o Document retention and filing
o Maintenance, technology and facility concerns
o Desk reception
Logistical support, including :
o Assist VP, CMCO with scheduling and resolve calendaring conflicts
o Schedule and organize larger team meetings and events
o Book senior executive transport and accommodation
o Support staff with Workday functions (such as onboarding tasks, key card access, permissions)
Assist with department financials, including :
o Budget development and justification
o Ensure invoicing and payment
o Monitor operating funds committed, expended and available
o Issue monthly and quarterly reporting to division leadership
o Research questionable, missing or incorrect financial items
o Process expense reports
o P-card administration
Administer digital storefront used to provide branded goods to campus :
o Assist campus departments
o Address restocking needs
o Issue monitoring reports, tracking orders and trends
Assist with Talent & Inclusion functions, including :
o Prepare and review forms for staff hiring
o Administration of student workers
o Arrange interviews, track training completions
Performs all other duties and responsibilities as assigned or directed by the supervisor.
Education Requirements :
Associate's degree.
Experience Requirements :
3-5 years of relevant experience.
Starting hourly rate is $23.80.
FLSA STATUS
United States of America (Non-Exempt)
WPI is an Equal Opportunity Employer that actively seeks to increase the diversity of its workplace. All qualified candidates will receive consideration for employment without regard to race, color, age, religion, sex, sexual orientation, gender identity, national origin, veteran status, or disability. It seeks individuals with diverse backgrounds and experiences who will contribute to a culture of creativity, collaboration, inclusion, problem solving, innovation, high performance, and change making. It is committed to maintaining a campus environment free of harassment and discrimination.
Salary : $24
