Operations Coordinator / Administrative Assistant

JOB TITLE

Operations Coordinator / Administrative Assistant

LOCATION

Worcester

DEPARTMENT NAME

STEM Education

DIVISION NAME

Worcester Polytechnic Institute - WPI

JOB DESCRIPTION SUMMARY

The STEM Education Center endeavors to transform STEM education to be meaningful, inclusive, and impactful through PreK-12 Teacher Education. The Center's Operations Coordinator manages the daily operations of the Center and is the primary contact to stakeholders and partners who engage with the Center. They provide administrative, marketing, and budgetary/financial support for the Center's operations. In addition, the Operations Coordinator serves as the program manager for the Central Massachusetts STEM Network (CMSN) Ecosystem, as well as supporting other growth areas of the Center.

This is a full-time, on-site, fixed-term position funded through supplemental funds such as an endowment and grants.

JOB DESCRIPTION

Manages the Center's Daily Office Operations and Records

- Provides comprehensive administrative support for the STEM Education Center and its team members, working closely with the Executive Director

- Manages the daily operations and administrative functions of the Center (e.g., responds to Center email and phone inquiries, orders supplies, works with IT and facilities as needed)

- Coordinates and schedules meetings, makes room reservations, and drafts and disseminates communications to the Center team regarding deadlines, updates, new opportunities, and WPI policy and procedure changes

- Maintains a welcoming and supportive office environment for Center members, students, and guests

- Recruits, trains, and supervises Center student assistants; manages timesheets, payroll, costing allocations, and student worker schedules

Oversees Purchasing, Finances, and Accounts Payable

- Monitors Center accounts (including select grants) monthly and rectifies discrepancies through financial processes aligned with university policies

- Supports team members in creating and monitoring customer invoices in Workday (for school PDs, out-of-school time partners, and others)

- Supports team members in submitting supplier invoices and supporting documents in Workday (for consultants, Teacher Prep mentor teachers, and program supervisors) and monitors for payment

- Oversees the process of administering and maintaining contracts

- Creates budget documents and analyses to support the Center's budget planning and reporting

Manages Center Communications, Marketing, and Events

- Supports Center-wide communications by producing monthly newsletters, maintaining Center email lists and the CMSN Ecosystem member database, promoting the Center, overseeing promotional materials, and preparing for conferences and literature tables at events

- Creates and updates department websites using content management systems such as Drupal and WordPress, and maintains signage, announcements, and displays

- Coordinates Center activities and events that host participants or guests, including venue reservations, room preparations, catering requests, visitor directions and transportation information, parking permits, technology setup, breakdown, and cleaning requests

- Collaborates with multiple campus stakeholders

Qualifications

- Associate's degree required; Bachelor's degree preferred

- At least three years of relevant office work experience

- Strong 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 (e.g., Microsoft Office, Google Suite) and willingness to learn new systems

- Experience with Workday and payroll systems preferred

- Demonstrated skills in managing, analyzing, and projecting budgets and producing reports

- Ability to create flyers, newsletters, announcements, and webpages

- Ability to work independently and as part of a team, with a high level of professionalism and discretion

Compensation: $49,500 - $65,000 per year (depending on experience).

Salary is based on related experience, expertise, and internal equity; generally, new hires can expect pay between the minimum and midpoint of the range. 

Compensation at WPI

FLSA STATUS

United States of America (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. It seeks individuals from all 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.