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Administrative Assistant VI

Please see Special Instructions for more details.

Hiring Range: $15.35 - $16.50

Posting Details

Posting Information

Position Title Administrative Assistant VI
Department CHEMICAL ENGINEERING
Position Status Administrative Non-Exempt Positions
Basic Function

Acts as confidential assistant to the Head of the Chemical Engineering Department. Responsible for all organizational, administrative, budgetary and clerical duties associated with the Department Head’s role at WPI. Under minimum supervision performs diverse range of confidential administrative duties

Posting Date 09/06/2017
Closing Date
Open Until Filled Yes
Special Instructions to Applicants

Hiring Range: $15.35 – $16.50

EEO Information

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.

Criminal Background check statement

A pre-employment criminal records check is required.

Principal Duties and Responsibilities

Principal Duty and Responsibility

Provides administrative support to other department administrative assistant and work-study students on WPI departmental policies and procedures. Serves as an office manager coordinating and setting priority to the workflow in the office to ensure that the Chemical Engineering Department office functions effectively and smoothly.

Principal Duty and Responsibility

Performs clerical duties for the Department Head (and other department faculty as appropriate) including coordinating the Department Head’s schedule; schedules appointments; coordinates meetings; screens telephone calls; reviews all mail; answers or takes initial action, delegates to appropriate faculty or staff members.

Principal Duty and Responsibility

Maintains department and research budget records along with the department P-card and assists the Department Head in annual budgetary planning.

Assists departmental faculty with grant budget management, working closely with OSP and SPA; assist faculty in ensuring that research funds are handled in an efficient manner.

Assists the Department Head with developmental activities, i.e., department strategic planning, and any special projects including ABET visits.

Principal Duty and Responsibility

Assists the Department Head in building/facilities management, equipment and property tagging and in scheduling renovations of labs and offices.

Prepares requested budget reports and analyses. Signs/authorizes department purchase orders/check requests within the authorized limit. Prepares and processes personnel, payroll, purchasing and accounting documents.

Organizes Chemical Engineering Advisory Board meetings. Responsibilities for Advisory Board meetings include: all logistical arrangements; assisting in planning the meeting agenda, scheduling presenters, and preparing and distributing handouts and meeting materials and information; attends the meeting, records and composes minutes.

Principal Duty and Responsibility

Requires much interaction with a variety of personnel including Advisory Board members, WPI administrative management and Chemical Engineering faculty.

Schedules, attends, records and composes minutes of department faculty meetings and other related meetings, when requested.

Plans and coordinates all arrangements for special departmental receptions and events.

Assists in compiling data for, and preparing, the department’s Annual Report, newsletters, marketing documents and other reports, as requested.

Assists the Department Head in fundraising for the department from alumni and industry.

Principal Duty and Responsibility

Acts as the Department liaison with companies and assists in arrangements with CDC for on-campus interviews of students for jobs and coop and summer internships. Arranges travel plans and itineraries to include air travel, rental car, and hotel arrangements.

Maintains and organizes all departmental files (both hard copy and computer files).

Acts as liaison between CCC and departmental faculty regarding the department’s web page and its overall maintenance.

Assists the Graduate Program Coordinator and Undergraduate Program Coordinator, as needed.

Position Requirements

Requirement

High School degree or equivalent plus additional schooling. A minimum of six years experience in an administrative role.

Requires a knowledge and proficiency in word-processing, particularly Microsoft Office and modern office procedures.

Requires budgetary knowledge and the ability to assist in annual budgetary planning.

Requires strong organizational skills and the ability to manage multiple priorities in a busy and sometimes demanding office atmosphere.

Requires strong people skills and the ability to work professionally and efficiently with a variety of different constituents (students, faculty, staff, administrators, alumni and corporate professionals).

Requires strong writing skills, including proofreading abilities for correct grammar, spelling and punctuation.

Requires dependability, confidentiality, independence and initiative.

Requires a positive attitude and good judgement.

Supplemental Questions

Required fields are indicated with an asterisk (*).

Applicant Documents

Required Documents
  1. Resume
  2. Cover Letter
  3. List of References
Optional Documents