Administrative Associate

Responsibilities

• Process and monitor expense reports, departmental transfers, purchase orders, and vendor payments
• Create and manage vendor invoice requests in alignment with WPI financial policies
• Apply for and manage departmental purchasing card (PCard) for faculty, staff and students
• Cookordinate with internal departments to secure supplemental funding when needed
• Process travel and reimbursement requests for student conferences and competitions
• Cookordinate course-related materials and billing with the bookstore; manage payment deposits
• Oversee receipt and distribution of departmental packages (with student worker support)
• Track and reconcile budgets for student Major Qualifying Projects (MQPs), grants, and departmental accounts
• Monitor MQP budgets each academic year, ensuring student groups remain within allocated funding
• Assist the Operations Manager, Undergrad Committee & MQP coordinators with MQP planning, preparation, and execution of all aspects of event
• Assist Faculty, Staff & Students with anything Undergrade relate - provide information about undergrad programs and maintain relationship with other WPI academic units
• Support daily office operations including front desk coverage, phone/email inquiries, and visitor assistance
• Assist faculty, staff and students with facility requests, room reservations, work order and other things - event logistics, visits with prospective students
• Utilize Workday and other institutional systems to complete transactions and assist users
• Provide guidance to faculty, staff, and students on administrative processes and tools
• Assist the Operations Manager with FWS process - Posting, Checking Resumes, Hiring, Training, etc.
• Foster a collaborative, team-oriented environment while delivering responsive customer service
• Identify and resolve issues through effective problem-solving and process improvement

Requirements

• Associate’s degree or equivalent combination of education and experience
• Experience in administrative support, preferably in a higher education
• Demonstrated experience with financial processes and systems (e.g., expense reporting, purchasing)
• Strong organizational skills and attention to detail
• Able to manage multiple priorities and meet deadlines
• Effective communication and interpersonal skills as a team member

Pay

Salary: $21.25 - $25.00 per hour. Salary is based on related experience, expertise, and internal equity.

Schedule

Not specified

Benefits

WPI’s benefits package includes a robust retirement match, wellness perks, tuition assistance and more!

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.