Senior Administrative Coordinator

JOB TITLE

Senior Administrative Coordinator

LOCATION

Worcester

DEPARTMENT NAME

Talent & Inclusion Division

DIVISION NAME

Worcester Polytechnic Institute - WPI

JOB DESCRIPTION SUMMARY

Reporting to the Vice President for Talent & Chief Human Resources Officer (CHRO), this role provides high-level, confidential administrative and operational support to the VP of Talent & CHRO and the Talent & Inclusion Division at WPI. The position serves as a trusted point of contact for the VP of Talent & CHRO, managing complex scheduling, communications, and division-wide operations with a high degree of discretion, judgment, and professionalism.

This individual interacts closely with WPI's senior leadership, Board of Trustees, faculty, staff, and external partners, and is expected to represent the Talent & Inclusion Division with poise, integrity, and a strong commitment to WPI's values.

Interested candidates are asked to submit a resume and a brief cover letter. See "How to Apply" at the bottom of this posting for details.

JOB DESCRIPTION

Executive & Administrative Support

• Manage the VP of Talent & CHRO's complex calendar, scheduling meetings, resolving conflicts, and ensuring adequate preparation time for engagements.
• Prepare briefing materials, talking points, agendas, and background documents for meetings, speaking engagements, and travel.
• Draft, review, and manage correspondence and official communications on behalf of the VP of Talent & CHRO, ensuring accuracy, appropriate tone, and timely follow-up.
• Coordinate meeting logistics for the VP of Talent & CHRO, including catering, technology support, and materials preparation.
• Support executive searches with logistics, travel plans, and itineraries.
• Uphold strict confidentiality in all matters; maintain employee confidence and protect sensitive division operations and information.

Board of Trustees & Senior Leadership Liaison

• Assist the VP of Talent & CHRO in preparing confidential materials and presentations for the Board of Trustees.
• Serve as a liaison to the President's Office, Provost's Office, and academic and administrative leadership teams across the university.
• Interact professionally and collegially with the President's Leadership Team and other senior stakeholders on behalf of the VP of Talent & CHRO.
• Work proactively to identify potential challenges or opportunities and maintain a strong relationship network across the WPI community.

Budget & Financial Administration

• Support the VP of Talent & CHRO in annual budget preparation and ongoing tracking of budget line items and expenditures for the division.
• Prepare quarterly budget reports and financial summaries for the VP of Talent & CHRO.
• Process division invoices through the university's accounts payable system and manage vendor payment follow-up.
• Monitor and reconcile purchasing activity; maintain accurate financial records for the division.

HR Project Management & Division Operations

• Plan and execute division-wide events, including coordinating logistics, venues, catering, technology, and communications.
• Manage document retention systems, including confidential paper and electronic filing.
• Consult with the Talent & Inclusion team to monitor progress on outstanding initiatives and ensure alignment with the division's mission and strategic goals.
• Conduct research and prepare statistical reports, summaries, and presentations as directed by the VP of Talent & CHRO.

Team & Community Engagement

• Oversee the Talent & Inclusion website and maintain up-to-date web content.
• Assist with the HALO ticketing system.
• Participate in university committees as a representative of the Talent & Inclusion Division as appropriate.
• Provide excellent service to all members of the WPI community, responding to inquiries professionally, warmly, and in a timely manner.
• Performs all other duties and responsibilities as assigned or directed by the supervisor.

Qualifications:

• Bachelor's degree preferred, or equivalent combination of education and experience from an accredited institution.
• Minimum of five years of progressive administrative experience, including at least three years supporting leaders at the executive level.
• Demonstrated ability to handle highly sensitive and confidential material with discretion and sound judgment.
• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Adobe programs.
• Excellent written and verbal communication skills, including the ability to draft professional correspondence on behalf of senior leadership.
• Strong organizational and time management skills; ability to manage multiple priorities and shifting demands in a fast-paced environment.
• Ability to interface professionally with individuals at all levels of the university and with external partners, including in high-pressure situations.
• Demonstrated commitment to equity, diversity, and inclusion consistent with WPI's institutional values.
• Experience working in higher education or a similarly complex institutional environment. (preferred)
• Familiarity with HR operations, policies, or related functions. (preferred)
• Experience supporting a senior leader with Board of Trustees or governing body interactions. (preferred)
• Experience with budget tracking, financial reporting, or accounts payable processes. (preferred)

How to Apply:  To apply, please submit your resume along with a brief cover letter. In your cover letter, tell us why this role at WPI interests you and how your experience would help the Talent & Inclusion Division succeed. This position helps keep everything connected across the division, so we'd love to hear how you'd be the steady presence that keeps all the moving parts working together.

Salary Grade 8: $71,800 – $75,000 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.