Administrative Specialist

Responsibilities

• Assisting the Department Head (DH) in monitoring operational budgets, including posting expenses into Workday, tracking and monitoring weekly budget reports, and updating financial spreadsheets.
• Assisting the DH in annual course scheduling and coordinating with the Registrar's office.
• Assisting the DH in organizing the annual AED Annual Retreat, including reserving facilities, overseeing equipment needs, coordinating catering, compiling handouts, and recording minutes.
• Assisting the DH with the organization of the annual Advisory Board meeting, attending the meeting, and recording minutes.
• Scheduling, attending, and recording the monthly planning meetings with the DH, ADH, and Chairs of the Undergraduate and Graduate Committees.
• Scheduling and attending AE Department Faculty Meetings, assisting with agenda preparation and recording minutes.
• Submitting requests for TAs, RAs through Workday.
• Coordinating departmental ordering and purchasing workflows, including submission of purchase orders via Workday or Pcard, order placement, purchase tracking, and reconciliation of expenditures.
• Processing accounts payable functions, including submitting and tracking invoices, coordinating payments, and ensuring timely and accurate financial processing for grants.
• Coordinating grant ordering and purchasing workflows, including submission of purchase orders via Workday or Pcard, order placement, purchase tracking, and reconciliation of expenditures.
• Updating AE Department course catalog information in coordination with the DH and Registrar's office.
• Serving as editor for the AE Department's website, ensuring it is up-to-date and accurate, and posting news and information.
• Assisting the DH and ADH in accreditation-related activities.
• Acting as the liaison with the Registrar's Office, Graduate Admissions, and graduate students.
• Perform all other duties and responsibilities as assigned or directed by the supervisor.

Requirements

• Associate's degree in a related field.
• 3 years of experience with prior administrative experience.
• Strong written and verbal communication skills.
• Strong proficiency with Microsoft Office and willingness to learn other key software applications.
• Ability to work independently with a diverse group of faculty, staff and students.
• Must be able to prioritize and organize work effectively.

Benefits

Additional Information

JOB TITLE Administrative Specialist LOCATION Worcester DEPARTMENT NAME Aerospace Engineering DIVISION NAME Worcester Polytechnic Institute - WPI JOB DESCRIPTION SUMMARY WPI is seeking an Administrative Specialist to provide administrative support to the Aerospace Engineering Department JOB DESCRIPTION

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Company Intel

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