Administrative Support Specialist

5 days ago

Worcester, Worcestershire, United Kingdom Worcester Polytechnic Institute Full time

Job Title: Administrative Associate

Job Summary:

The Administrative Associate provides critical support to the Practice Point and BETC teams, serving as the first point of contact for both facilities. This role requires excellent organizational and communication skills, with a strong attention to detail and proficiency in MS Office programs.

Key Responsibilities:

  • General Administrative Support:
    • Perform receptionist duties, including greeting visitors, answering and directing phone calls and emails.
    • Maintain complex calendars and reserve conference room and classroom spaces for internal and external users.
    • Receive and sort incoming mail and deliveries, and manage outgoing mail.
    • Assist with office moves, including key management, IT infrastructure, and scheduling of movers.
    • Update BETC and PracticePoint websites with new content and schedules for upcoming courses, and follow up with class inquiries and distribute information.
    • Create reports in ILabs system usage billing.
  • Purchasing:
    • Obtain quotes for equipment from suppliers.
    • Work 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.
    • Assist in the purchase of equipment with grant funding.
  • Events:
    • Handle catering needs for training and events.
    • Provide planning for and assistance at large seminars and classes.
    • Assist Senior Manager with marketing materials, including pamphlets and brochures for courses or events.
    • Post marketing materials on appropriate web and social media sites.
    • Assistance with registration and evaluation of BETC courses.
    • Set up registration and testing software for courses, track registrations and test results.
    • Work with adjunct instructors on needs for materials.
    • Develop and distribute forms and other documents, such as name tags, sign-in sheets, schedules, and certificates.
    • Coordinate and distribute evaluations, quizzes, and onboarding testing for BETC programs.
    • Gather evaluation data from courses and distribute it to team members.

Requirements:

  • High School diploma and 3-5 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.

Benefits:

WPI offers a robust retirement match, wellness perks, tuition assistance, and more. Possible hybrid work option after first year review.

Equal Opportunity Employer:

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.

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