Administrative Associate

LOCATIONWorcesterDEPARTMENT NAMEMechanical & Materials EngineeringDIVISION NAMEWorcester Polytechnic Institute - WPIJOB DESCRIPTION SUMMARYThe Administrative Associate assists with the administrative and operational support for the daily operations of the Department of Mechanical & Materials Engineering. This role supports student project budgets and manages departmental resources along with providing daily office support.JOB DESCRIPTIONResponsibilities:Process and monitor expense reports, departmental transfers, purchase orders, and vendor paymentsCreate and manage vendor invoice requests in alignment with WPI financial policiesApply for and manage departmental purchasing card (PCard) for faculty, staff and studentsCoordinate with internal departments to secure supplemental funding when neededProcess travel and reimbursement requests for student conferences and competitionsCoordinate course-related materials and billing with the bookstore; manage payment depositsOversee receipt and distribution of departmental packages (with student worker support)Track and reconcile budgets for student Major Qualifying Projects (MQPs), grants, and departmental accountsMonitor MQP budgets each academic year, ensuring student groups remain within allocated fundingAssist the Operations Manager, Undergrad Committee & MQP coordinators with MQP planning, preparation, and execution of all aspects of event.Assist Faculty, Staff & Students with anything Undergrade relate - provide information about undergrad programs and maintain relationship with other WPI academic units.Support daily office operations including front desk coverage, phone/email inquiries, and visitor assistanceAssist faculty, staff and students with facility requests, room reservations, work order and other things - event logistics, visits with prospective students.Utilize Workday and other institutional systems to complete transactions and assist usersProvide guidance to faculty, staff, and students on administrative processes and toolsAssist the Operations Manager with FWS process - Posting, Checking Resumes, Hiring, Training, etc.Foster a collaborative, team-oriented environment while delivering responsive customer serviceIdentify and resolve issues through effective problem-solving and process improvementPerform other duties as assignedRequirements:Associate’s degree or equivalent combination of education and experienceExperience in administrative support, preferably in a higher educationDemonstrated experience with financial processes and systems (e.g., expense reporting, purchasing)Strong organizational skills and attention to detailAbility to manage multiple priorities and meet deadlinesEffective communication and interpersonal skills as a team memberCompensation:Salary: $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 STATUSUnited 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. #J-18808-Ljbffr