Administrative Associate

JOB TITLE

Administrative Associate

LOCATION

Worcester

DEPARTMENT NAME

Biomanufacturing Education and Training Center - BETC

DIVISION NAME

Worcester Polytechnic Institute - WPI

JOB DESCRIPTION SUMMARY

WPI seeks to hire a temporary Administrative Associate for Practice Point and BETC, reporting to the Director, serves as the first point of contact for both facilities. The position provides general administrative support as well as assistance with training, events, and visits. It also serves as the units' main purchasing agent and support billing and accounting activities.

JOB DESCRIPTION

Responsibilities:

General administrative support:

• Performs receptionist duties
• Maintains BETC and PracticePoint calendars.
• Reserves conference room and classroom spaces for internal and external users.
• Receives and sorts incoming mail and deliveries and manages outgoing mail.
• Assists with office activities (e.g., key management, IT infrastructure, office suppliers).
• Provides other administrative support as necessary.

Purchasing and Billing:

• Obtains quotes for equipment from suppliers.
• Works with Purchasing to complete the purchasing process in WPI's purchasing/ accounting system (from setting up suppliers and generating POs to receipts of equipment and supplies and inputting invoices for payment).
• Assists in the purchase of equipment with grant funding.
• Works with lab operation managers in BETC and PracticePoint to send invoices to clients via workday and tracking the payment.

Events:

• Handles catering needs for training and events.
• Provides planning for and assistance at large seminars and classes.
• Assists Senior Manager with marketing materials including pamphlets and brochures for courses or events
• Develops and distributes forms and other documents, such as name tags, sign in sheet, schedules, and certificates.
• Coordinates and distributes evaluations, quizzes, and onboarding testing for BETC and PracticePoint programs.
• Gathers evaluation data from courses and distributes it to team members.

Requirements:

• High School diploma and at least 5 years of relevant experience, preferably in higher education.
• Associate degree and related administrative experience, preferably in higher education.
• Ability to work flexible hours, including some evening hours, to support classes and events.
• Excellent organizational and communication skills and ability to work with outside clients
• Strong documentation skills, attention to detail, and proficiency with MS Office programs
• Ability to manage high call and email volume and provide timely response and assistance.

Compensation:

Pay range is $21.25 - $24.50 per hour. This position is contingent upon the availability of external funding and will be evaluated yearly.

FLSA STATUS

United States of America (Non-Exempt)