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Administrative Assistant V
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Position Number: 2314968
Location: ,
Position Type: Secretary and Administrative Assistants

JOB TITLE
Administrative Assistant V

LOCATION
Worcester

DEPARTMENT NAME
Sustainability

DIVISION NAME
Worcester Polytechnic Institute - WPI

JOB DESCRIPTION SUMMARY
Acts as an administrative assistant to the Vice President for Campus Planning and Facilities Management and facilities managers for departmental administrative and business activities. Under minimum supervision performs a diverse range of confidential and administrative duties including accounts payable and budgeting.

JOB DESCRIPTION

Responsibilities:

Must have a command of general office administrative skills. Must be pleasant and utilize helpful phone etiquette, efficient and respectful skills for fielding multiple calls and managing caller's expectations. Must have ability to diffuse complaints or refer complaints to designated areas for investigation.
Screen calls for managers and other departmental staff, schedule meetings, appointments, and calendars for managers utilizing MS Word, Excel, PowerPoint, 25Live, and Workday.
Answering, screening, and logging calls to Customer Service Center, taking accurate and detailed messages for urgent, emergent, and routine service, relaying calls or messages to appropriate staff and managers, dispatching staff via radio or telephone to respond to service requests and emergencies.
Coordinate and relay information accurately with WPI management, stakeholders, and customers that need critical, high-level attention and follow up. Must be discreet and aware/sensitive to protecting confidential information.
Provide hardcopy and electronic filing and organization, mail sorting, record keeping and other miscellaneous office work as assigned. Maintaining stock of office supplies and reordering as necessary to ensure adequate quantities are available at all time.
Maintain monthly P-card reports, renew memberships, complete conference applications, schedule and support department and association events. Prepare detailed spreadsheets of utilities, vehicles, taxes, cell phones, and other expenses as requested.
Manage employee onboarding, including space needs, office equipment, phones, and IT requirements.
Manage student labor, scheduling, on boarding, and interfacing with HR and managers for requirements.
Run financial reports in Workday to provide information to managers.
Manage and maintain SOP documents for Facilities Division.
Maintain WPI Emergency contact list.
Provide cross-coverage for other office staff including work orders, purchase requisitions, purchase orders, invoice processing, check requests, processing payroll information, and generating Workday reports.
Other duties as assigned.

Requirements:

High School Diploma required; Associate's Degree (AA) or equivalent from a two-year college or technical school preferred.
Advanced proficiency with Microsoft Office and computer skills, as well as familiarity with other personal computer applications required. Experience with SchoolDude work order processing, and Workday software a plus.
Excellent judgment, communication, and organization skills required. Confidentiality required.
Must be able to complete tasks and assignments correctly, accurately, and on time; must possess commitment and flexibility to work additional hours when necessary to complete tasks; able to identify ways to work more efficiently, must maintain confidentiality regarding departmental information and finances. Prioritizes and plan work activities; uses time efficiently.
Responds promptly to customer needs; solicits customer feedback to improve service; capable of diffusing complaints or referring complaints to proper individuals or designated areas for investigation. Approaches others in a tactful manner and treats them with respect; adapts to changes in the work environment; reacts well under pressure. Gives and welcomes feedback, and contributes to building a positive team; ability and willingness to be cross trained and to be a supportive member of the office team.
Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, and percentages. Ability to efficiently organize and maintain department files such as vendor payments and license renewals.
Ability to consistently produce reliable and accurate information and results. Effectively present information in one-on-one and small group situations to customers and other employees of the organization.
Must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.

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.

To apply, visit: https://wpi.wd5.myworkdayjobs.com/en-US/WPI_External_Career_Site/job/Worcester/Administrative-Assistant-V_R0001303

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.