Administrative Associate

JOB TITLE

Administrative Associate

LOCATION

Worcester

DEPARTMENT NAME

Mechanical & Materials Engineering

DIVISION NAME

Worcester Polytechnic Institute - WPI

JOB DESCRIPTION SUMMARY

The Graduate Administrative Associate is primarily responsible for the support of the Mechanical and Materials Engineering (MME) Department's Bachelor's/Master's (BS/MS), Masters (MS), and PhD students from acceptance through graduation. Involved at many levels in the support of the department's Teaching Assistants and Research Assistants. Responsible for hourly undergraduate and graduate student payroll, including hiring, timesheet approval, and running reports as requested by the department. Assist the operations manager and faculty with the preparation and electronic storage of Accreditation Board for Engineering and Technology (ABET) materials for the Mechanical and Materials Engineering Program.

JOB DESCRIPTION

Responsibilities:

• Provide comprehensive administrative support for the Mechanical Engineering graduate programs, working closely with the Mechanical Engineering Graduate Committee (MEGC), Graduate Coordinator, faculty, and students. Support BS/MS, MS, and PhD students from admission through graduation; maintain graduate student records and reports; coordinate qualifying exams, thesis proposals and defenses, degree completion processes, graduate seminars, and textbook orders.
• Support the administration of teaching and research assistantships, including quarterly TA assignments, RA/TA payments, TA evaluations, and related reporting.
• Manage hourly undergraduate and graduate student employment, including hiring, timesheets, payroll, costing allocations, and student worker schedules. Participate in the annual Federal Work-Study Job Fair and supervise student office workers.
• Coordinate department events and activities, including TA and graduate student meetings, BS/MS and PhD information sessions, luncheons, celebrations, and the annual prospective PhD student visitation retreat. Manage room reservations and event logistics using 25Live and other campus resources.
• Provide day-to-day administrative support to the Department Head, faculty, students, staff, and visitors. Manage calendars and meetings, respond to departmental inquiries, coordinate office and laboratory access, submit facilities and IT requests, process Workday expense reports, and assist with new faculty office setup and visiting international student access. Order departmental supplies, apparel, and gifts, and provide backup support to other department administrative staff.
• Participate in and provide administrative support for department and university meetings, including the Mechanical Engineering Graduate Committee, Graduate Administrator meetings, Costing Allocation meetings, and Affinity Group meetings. Meet regularly with the Graduate Coordinator to coordinate priorities, assignments, and follow-up activities.

Requirements:

• High school degree or GED.
• 3 years of experience in an administrative or office setting.
• Excellent communication and computer skills are required.
• Proficiency using Excel, Word, and PowerPoint and have the ability and willingness to learn new computer skills and adapt to changing job requirements.
• High level of judgment and confidentiality, and the ability to interact effectively with a wide range of people.
• Ability to work independently as well as part of a team.

To Apply:

Please attach a cover letter and resume for consideration.

Compensation:

Hourly pay rate: $21.25 - $25.00 per hour. Salary is based on related experience, expertise, and internal equity. WPI's benefits package includes a robust retirement match, wellness perks, tuition assistance and more!

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. 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.

To apply, visit:

Worcester Polytechnic Institute (WPI) is a vibrant community of extraordinary students, talented and dedicated staff, and world-renowned faculty. Along with its state-of-the-art research facilities, WPI, offers competitive and comprehensive benefits, including health insurance, life and long-term disability insurance, retirement savings plans, tuition assistance, flexible spending and health savings accounts, and a working environment that prioritizes mental health and well-being. It is a community committed to civility and respect—making inclusion and belonging a reality for everyone on its campus.

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