Administrative Specialist
Worcester Polytechnic Institute
Location
Worcester, MA | United States
Job description
JOB TITLE Administrative Specialist
LOCATION Worcester
DEPARTMENT NAME Mechanical and Materials Engineering
DIVISION NAME Worcester Polytechnic Institute - WPI
JOB DESCRIPTION SUMMARY Support CARD Leadership team in all aspects of The Center for Advanced Research in Drying (CARD) a National Science Foundation Industry University Cooperative Research Center (NSF IUCRC). This position is contingent upon the support of continued external funding, which is currently secured through July 2026.
WPI is passionate about creating an inclusive workplace that promotes and values diversity. We are looking for candidates who can support our commitment to equity, diversity and inclusion.
JOB DESCRIPTION Responsibilities:
- Annual reports-collection of information such as list of publications, center accomplishments, metrics, etc.
- Schedule and facilitate weekly CARD Leadership Team meetings providing agenda for team.
- Schedule and facilitate Dr. Yagoobi's meetings with Members.
- Schedule, plan, and attend two CARD IAB Semi-Annual Meetings every year (Spring at UIUC in Urbana Champaign, IL and Fall at WPI in Worcester, MA:
- Coordinate food and catering. o Coordinate dates of meetings and venue reservations. o Notify/email the public of upcoming CARD IAB meetings.
- Collect and organize registrations. o Ensure Non-Disclosure Agreements are signed by non-member attendees.
- Coordinate name badges, name tents, informational packets, meeting signage, student poster session and judging, and assign student assistants.
- Work with IAB Members on any last-minute questions such as parking passes, hotels, agenda, order of presentations, guest wireless access, etc.
- Coordinate travel arrangements for PIs and students. o Coordinate lab tours.
- Manage IAB Member project voting process at the Fall Meeting.
- Work with OSP at WPI to procure Task Orders for new and continuing projects.
- Actively monitor the center budget.
- Budget reporting on CARD Projects.
- Attend student/PI/IAB Member mentor project meetings monthly and bi-monthly.
- Work with potential new IAB Members:
- Schedule informational meetings with CARD leadership team o Secure signed Membership Agreements and Addendums signed by industry Member, WPI, and UIUC.
- Enter new member information into Workday.
- Annual invoicing and tracking CARD Membership payments.
- Manage the CARD Microsoft TEAMS site:
- Ensure IAB members have access to the folders that correspond with their Membership years.
- Collect and post Quarterly Reports, Project Updates, Presentations, all documents from the Annual Meetings and interim Member Meetings, CARD student resumes, and internship/job posting information from IAB Members into TEAMS and notify members.
- Website updates: Work with CARD leadership team and web consultant to ensure website and social media accounts are current (meeting information, news items, projects, member information, etc.).
- Monitor lab operations - Schedule and coordinate external visitors to the CARD Labs at WPI. Work with CARD students in the lab when issues/concerns arise.
- Mass CEC membership:
- Complete annual membership renewal process.
- Organize and attend bi-annual student presentation meetings.
DOE
- Support the team working on Dr. Yagoobi's current and future DOE grants:
- Monitor DOE projects budgets.
- Collect quarterly reports to be submitted to DOE.
- Organize/attend bi-weekly meetings - take and disseminate minutes.
- Annual reports-collection of information - list of publications, accomplishments.
- Mass CEC - cost share renewal including gathering information for annual report.
- Coordinate travel arrangements for PIs and students.
OTHER
- National and International Conference and workshop event organization:
- Registration system.
- Venue/food/banquets/program preparation/dorm housing accommodations.
- Provide support for other possible upcoming activities:
- CARD related support if CARD becomes a member of DOE Institute (EPICX).
- Other major funding opportunities such as engineering research center .
Requirements:
- Associate degree and 3-5 years of experience.
- Strong written, verbal, interpersonal, and communication skills.
- Strong proficiency with Microsoft Office and proficiency/willingness to learn other key software applications (Workday, etc.)
- Must be able to prioritize and organize work effectively and be able to manage several projects simultaneously.
- Must be able to successfully relate well to all levels of the campus community.
This is a hybrid position that requires four days on-site and one day remote.
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. To apply, visit: About WPI WPI is a vibrant, active, and diverse community of extraordinary students, world-renowned faculty, and state of the art research facilities. At WPI, we have competitive and comprehensive benefits, including health insurance, long-term care, retirement, tuition assistance, flexible spending accounts, work-life balance and much more.
Diversity & Inclusion at WPI WPI is committed to creating an inclusive workplace where everyone feels valued and respected; a place where every student, faculty and staff member can be themselves, so that they can study, live, and work comfortably, to reach their full potential, and make meaningful contributions in order to meet departmental and institutional goals. WPI thrives on innovative practice and welcomes diverse perspectives, insight, and people from diverse lived experiences, to enhance the community environment and propel the institution to the next level in a competitive, global marketplace.
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