Administrative Specialist

JOB TITLE Administrative Specialist LOCATION Worcester DEPARTMENT NAME Aerospace Engineering DIVISION NAME Worcester Polytechnic Institute - WPI JOB DESCRIPTION SUMMARY WPI is seeking an Administrative Specialist to provide administrative support to the Aerospace Engineering Department JOB DESCRIPTION Responsibilities: Assisting the Department Head (DH) in monitoring operational budgets, including posting expenses into Workday, tracking and monitoring weekly budget reports, and updating financial spreadsheets. Assisting the DH in annual course scheduling and coordinating with the Registrar's office. Assisting the DH in organizing the annual AED Annual Retreat, including reserving facilities, overseeing equipment needs, coordinating catering, compiling handouts, and recording minutes. Assisting the DH with the organization of the annual Advisory Board meeting, attending the meeting, and recording minutes. Scheduling, attending, and recording the monthly planning meetings with the DH, ADH, and Chairs of the Undergraduate and Graduate Committees. Scheduling and attending AE Department Faculty Meetings, assisting with agenda preparation and recording minutes. Submitting requests for TAs, RAs through Workday. Coordinating departmental ordering and purchasing workflows, including submission of purchase orders via Workday or Pcard, order placement, purchase tracking, and reconciliation of expenditures. Processing accounts payable functions, including submitting and tracking invoices, coordinating payments, and ensuring timely and accurate financial processing for grants. Coordinating grant ordering and purchasing workflows, including submission of purchase orders via Workday or Pcard, order placement, purchase tracking, and reconciliation of expenditures. Updating AE Department course catalog information in coordination with the DH and Registrar's office. Serving as editor for the AE Department's website, ensuring it is up-to-date and accurate, and posting news and information. Assisting the DH and ADH in accreditation-related activities. Acting as the liaison with the Registrar's Office, Graduate Admissions, and graduate students. Perform all other duties and responsibilities as assigned or directed by the supervisor. Requirements: Associate's degree in a related field. 3 years of experience with prior administrative experience. Strong written and verbal communication skills. Strong proficiency with Microsoft Office and willingness to learn other key software applications. Ability to work independently with a diverse group of faculty, staff and students. Must be able to prioritize and organize work effectively. Compensation: Hourly rate pay range: $23.80 - $26.25 per hour. Salary is based on related experience, expertise, and internal equity. WPIs 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. About WPI Worcester Polytechnic Institute (WPI) 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.