The Temporary Administrative Specialist provides confidential administrative support to the Social Science & Policy Studies Office department head, faculty, and staff at Worcester Polytechnic Institute. Key responsibilities include managing Workday functions, handling office operations, supporting faculty with scheduling and document preparation, maintaining the department website, assisting with candidate visits, and recording meeting minutes. This part-time, on-site role requires an Associate's Degree and 1-2 years of office experience.

Must Have

• Serve as confidential administrative assistant to department head, faculty, and staff.
• Assist with Workday functions: hiring students, payroll, processing invoices.
• Manage main office functions: ordering supplies, mail, work orders, catering.
• Reply to inquiries about SSPS academic offerings and programming.
• Support faculty: scheduling meetings, photocopying, printing, scanning, proofreading.
• Create targeted email lists, databases, and flyers for events.
• Maintain and update department website with events and announcements.
• Assist with faculty candidate visits: organize itinerary, book travel.
• Record, publish, and maintain minutes of monthly Faculty Department meetings.
• Provide general support to SSPS department visitors.
• Associate’s Degree required.
• 1-2 years of experience in an office setting.
• Excellent time management skills; ability to multi-task and prioritize.
• Solid attention to detail and problem-solving abilities.
• Strong organizational and planning skills.
• Proficient in Microsoft Office and Zoom.
• Ability to collaborate with staff across WPI departments.
• Openness to learning new skills and programs.

Good to Have

• Knowledge of Workday and Drupal helpful.

Perks & Benefits

• Health insurance
• Retirement
• Tuition assistance
• Flexible spending accounts
• Work-life benefits

JOB TITLE

Temporary Administrative Specialist

LOCATION

Worcester

DEPARTMENT NAME

Social Science & Policy Studies - JM

DIVISION NAME

Worcester Polytechnic Institute - WPI

JOB DESCRIPTION SUMMARY

Provide temporary administrative support to the Social Science & Policy Studies Office department head, faculty and staff.

JOB DESCRIPTION

Responsibilities:

• Serve as a confidential administrative assistant to department head, associate department head, program directors, and 25 faculty members.
• Use Workday to assist with essential functions of the department, such as hiring work study students, processing payroll for students, submitting invoices from suppliers and contractors for payment.
• Assist with main office functions, such as ordering and restocking office supplies as needed/requested; assisting with mail and packages; submitting work orders for maintenance and keys as needed; planning, scheduling, and coordinating catering for departmental functions; replying to email, telephone, or in-person inquiries re: information about SSPS-related academic offerings and programming.
• Support faculty with various needs, such as scheduling committee meetings; photocopying, printing, and/or scanning documents; proofreading documents prior to printing; creating targeted email lists and databases as requested by faculty; creating flyers for events.
• Work with Marketing and Communications Department to maintain and update department website. Post department-related events and announcements when necessary.
• Assist with faculty candidate visits. Help organize candidate interview itinerary. Book travel arrangements, hotel, and limo service.
• Record, publish, and maintain minutes of all monthly Faculty Department meetings.
• Provide general support to SSPS department visitors.

Requirements:

• Associate’s Degree required
• 1-2 years of experience in office setting
• Excellent time management skills; ability to multi-task and prioritize work
• Solid attention to detail and problem-solving abilities
• Strong organizational and planning skills
• Proficient in Microsoft Office and Zoom; knowledge of Workday and Drupal helpful, but not required
• Ability to collaborate with staff across multiple departments and divisions within WPI
• Openness to learning new skills and programs.

Compensation:

$23 - 25 per hour - 20 hours per week

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.