DIVISION NAME Worcester Polytechnic Institute - WPI
JOB DESCRIPTION SUMMARY A student facing position that provides support, clerical and administrative to the Mathematical Sciences Department. Routinely answer questions involving in-depth knowledge of departmental policies and procedures. Provide a wide variety of clerical/administrative support to students, faculty and staff members.
Maintain all graduate student files, petitions, track important graduate student dates for submission of plans-of-study, graduation requirements, and applications for the PhD defense. Also maintains records for BS/MS students transitioning from undergraduate to graduate degrees.
Provides administrative support to Operations Manager for department events, workshops, conferences, student hires, record keeping, overall operation of department office.
Provides primary administrative support to the Mathematical Sciences Committees.
Maintain spreadsheets of student records for all programs (2 undergraduate programs, 2 PhD programs, and 5 MS programs). Prepare reports at the direction of the Department Head, Graduate Chair, and Operations Manager.
Advertise student academic activity events. Assist with colloquia and visitors as needed. Help organize graduate student visits to campus.
Provide major organizational and administrative support to the director of the annual Mathematics Meet and the directors of the summer REU program; assist in organizing workshops, including summer workshops.
Assist with the logistics, including room reservations, printing event materials, coordination of A/V and facilities support, and catering orders for routinely occurring student/department events.
Manages the purchase of office supplies, inventory control, building keys and materials. Maintains accurate purchasing and inventory records.
Ability to learn new skills (especially computer skills) and to adapt to changing job requirements is a necessity.
Archives information (including electronic information) for future reference and use.
Ability to communicate effectively using tact and discretion and confidentiality.
Maintains and oversees confidential information requiring an in-depth knowledge of procedures.
Assist in training work- study students.
Bachelor's Degree or equivalent office experience. Minimum of five years appropriate secretarial experience a plus.
Knowledge of general office procedures.
Ability to interact with students and faculty productively.
Positive attitude, intellectual curiosity, and strong work ethic.
Proficiency in Microsoft office products (Word, Excel, Outlook, One Drive, Google Docs, PowerPoint). Experience with Workday is a plus.
The ability to communicate well, prioritize duties, manage multiple projects, work independently, and exercise good judgment is essential.
Strong personal and professional integrity with the ability to maintain confidentiality.
Exceptional verbal and written communication skills
Ability to handle multiple projects, prioritize work and work independently.
Strong customer service skills, ability to listen and understand faculty/students' needs.
Performs other duties as assigned.
WPI is passionate about creating an inclusive workplace that promotes and values diversity. We are looking for candidates who can support our commitment to equity, diversity and inclusion.
FLSA STATUS United States of America (Non-Exempt)
WPI is an Equal Opportunity Employer. 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. We are seeking individuals with diverse backgrounds and experiences who will contribute to a culture of creativity and collaboration, inclusion, problem solving and change making.
About WPI WPI is a vibrant, active, and diverse community of extraordinary students, world-renowned faculty, and state of the art research facilities. At WPI, we have competitive and comprehensive benefits, including health insurance, long-term care, retirement, tuition assistance, flexible spending accounts, work-life balance and much more.
Diversity & Inclusion at WPI WPI is committed to creating an inclusive workplace where everyone feels valued and respected; a place where every student, faculty and staff member can be themselves, so that they can study, live, and work comfortably, to reach their full potential, and make meaningful contributions in order to meet departmental and institutional goals. WPI thrives on innovative practice and welcomes diverse perspectives, insight, and people from diverse lived experiences, to enhance the community environment and propel the institution to the next level in a competitive, global marketplace.
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