Administrative Associate

JOB TITLE Administrative Associate LOCATION Worcester DEPARTMENT NAME Physics Department DIVISION NAME Worcester Polytechnic Institute - WPI JOB DESCRIPTION SUMMARY As part of the physics departmental team, provide administrative support to the physics department faculty, staff, and students. This role involves managing the departmental office's daily operations, coordinating events, communicating with stakeholders, and supporting the academic programs. WPI and the physics department are passionate about creating an inclusive workplace that promotes and values diversity, open communication, and teamwork. We seek candidates who can support our commitment to equity, diversity, and inclusion and enjoy working and learning as a team. JOB DESCRIPTION Responsibilities Assist with program materials: Responsible for collecting course materials provided by others, including syllabi, examinations, and study guides, and for entering and maintaining course material on the web or other archives. Provide previous syllabi upon request. Self-Study, accreditation, ABET assessment: Maintain and organize all course materials obtained from professors for presentation to accreditation teams and assessment studies; assist with assessment data collection and record keeping; maintain and update the department library and archives in coordination with faculty. Assists with daily operations: Work on various departmental office and support activities (letters, memos, reports, newsletters, calendars) using Word, Excel, Outlook, Teams, Qualtrics, Google Forms, MailChimp, etc. Maintain and update department web pages, multimedia outlets (electronic bulletin boards), and Learning Management Sites. Create and update department literature brochures in print and for electronic/online dissemination; Maintain and update department display cases, bulletin boards, and directory. Graduate Program Support: Work closely with the Departmental Graduate Committee; coordinate with the Graduate School; organize and record graduate committee meetings; monitor and update graduate student records; oversee the graduate student application process, correspondence, and information requests; assist with graduate student activities around milestones, such as helping develop, deliver, and record the program progress. Events Coordinator: Oversee the planning, coordination, and execution of departmental and some university events (as appropriate), including colloquia, seminars, Undergraduate Research Projects Showcase Day, Sigma Xi, Society of Physics Students, Sigma Pi Sigma, and open houses; Responsibilities include crafting and disseminating event announcements via WPI Today and email, coordinating with other offices, managing registration, venue setups, and refreshments; Supporting department outreach and special projects to enhance community engagement and visibility. Assist with Departmental Daily Operations: Serve as a receptionist; answer inquiries (phone, email, in-person, Zoom) from faculty, students, and staff by responding to routine/specific inquiries or referring to appropriate staff members; greet visitors and interact with students and prospective students to help meet their informational needs; supervise work-study students and their biweekly payrolls; Take meeting minutes at departmental committee meetings; Order and keep the office supply inventory. Academic Operations: Coordinates with and assists other departmental staff and faculty with the TA and PLA scheduling and coverage of the activities to support the teaching mission and other requests to support the department's research and outreach missions; Reserve rooms for exams and study sessions and coordinate TAs for proctoring exams. Other duties as assigned. Requirements: High School Diploma. 0-3 years of relevant experience. Pay range: $21.25 - $23.45 per hour. WPIs benefits package includes a robust retirement match, wellness perks, tuition assistance and more! This is an on-site role with the opportunity for a flexible, hybrid schedule following a 6-month review with your manager. FLSA STATUS United States of America (Non-Exempt) WPI is an Equal Opportunity Employer that actively seeks to increase the diversity of its workplace. 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 with diverse 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. About WPI Worcester Polytechnic Institute is a vibrant and diverse 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 employee benefit programs, including paid time off, health insurance, life and long-term disability insurance, retirement savings plans, tuition assistance, flexible spending accounts, and a working environment that prioritizes mental health and well-being. It is a community committed to civility and respectmaking inclusion and belonging a reality for everyone on its campus. Diversity, Equity, Inclusion & Belonging at WPI WPI is committed to creating an inclusive workplace culture where everyone feels a sense of belonging; a place where every student, faculty member, and staff member is valued and respected so that they may study, live, and work comfortably, reach their full potential, and make meaningful contributions to its institutional goals. WPI thrives on innovative practice and welcomes all perspectives, insight, and people from varied lived and professional experiences. This diversity enhances community capabilities and helps propel the institution in a competitive, global marketplace. Please take time to explore the Prospective Faculty and Staff of Color Recruitment Brochure on our Diversity, Equity, Inclusion, and Belonging website. This brochure showcases testimonials from a diverse range of our employees who contribute to the vibrant and inclusive community here at WPI.