Senior Administrative Coordinator

JOB TITLE

LOCATION

DEPARTMENT NAME

DIVISION NAME

JOB DESCRIPTION SUMMARY

JOB DESCRIPTION

Executive & Administrative Support

• Manage the VP of Talent & CHROs complex calendar scheduling meetings resolving conflicts and ensuring adequate preparation time for engagements.
• Prepare briefing materials talking points agendas and background documents for meetings speaking engagements and travel.
• Draft review and manage correspondence and official communications on behalf of the VP of Talent & CHRO ensuring accuracy appropriate tone and timely follow-up.
• Coordinate meeting logistics for the VP of Talent & CHRO including catering technology support and materials preparation.
• Support executive searches with logistics travel plans and itineraries.
• Uphold strict confidentiality in all matters; maintain employee confidence and protect sensitive division operations and information.

Board of Trustees & Senior Leadership Liaison

• Assist the VP of Talent & CHRO in preparing confidential materials and presentations for the Board of Trustees.
• Serve as a liaison to the Presidents Office Provosts Office and academic and administrative leadership teams across the university.
• Interact professionally and collegially with the Presidents Leadership Team and other senior stakeholders on behalf of the VP of Talent & CHRO.
• Work proactively to identify potential challenges or opportunities and maintain a strong relationship network across the WPI community.

Budget & Financial Administration

• Support the VP of Talent & CHRO in annual budget preparation and ongoing tracking of budget line items and expenditures for the division.
• Prepare quarterly budget reports and financial summaries for the VP of Talent & CHRO.
• Process division invoices through the universitys accounts payable system and manage vendor payment follow-up.
• Monitor and reconcile purchasing activity; maintain accurate financial records for the division.

HR Project Management & Division Operations

• Plan and execute division-wide events including coordinating logistics venues catering technology and communications.
• Manage document retention systems including confidential paper and electronic filing.
• Consult with the Talent & Inclusion team to monitor progress on outstanding initiatives and ensure alignment with the divisions mission and strategic goals.
• Conduct research and prepare statistical reports summaries and presentations as directed by the VP of Talent & CHRO.

Team & Community Engagement

• Oversee the Talent & Inclusion website and maintain up-to-date web content.
• Assist with the HALO ticketing system.
• Participate in university committees as a representative of the Talent & Inclusion Division as appropriate.
• Provide excellent service to all members of the WPI community responding to inquiries professionally warmly and in a timely manner.
• Performs all other duties and responsibilities as assigned or directed by the supervisor.

Qualifications:

• Bachelors degree preferred or equivalent combination of education and experience from an accredited institution.
• Minimum of five years of progressive administrative experience including at least three years supporting leaders at the executive level.
• Demonstrated ability to handle highly sensitive and confidential material with discretion and sound judgment.
• Strong proficiency in Microsoft Office Suite (Word Excel PowerPoint Outlook) and Adobe programs.
• Excellent written and verbal communication skills including the ability to draft professional correspondence on behalf of senior leadership.
• Strong organizational and time management skills; ability to manage multiple priorities and shifting demands in a fast-paced environment.
• Ability to interface professionally with individuals at all levels of the university and with external partners including in high-pressure situations.
• Demonstrated commitment to equity diversity and inclusion consistent with WPIs institutional values.
• Experience working in higher education or a similarly complex institutional environment. (preferred)
• Familiarity with HR operations policies or related functions. (preferred)
• Experience supporting a senior leader with Board of Trustees or governing body interactions. (preferred)
• Experience with budget tracking financial reporting or accounts payable processes. (preferred)

How to Apply: To apply please submit your resume along with a brief cover your cover letter tell us why this role at WPI interests you and how your experience would help the Talent & Inclusion Division succeed. This position helps keep everything connected across the division so wed love to hear how youd be the steady presence that keeps all the moving parts working together.

Salary Grade 8: $71800 $75000 per year (depending on experience)

Salary is based on related experience expertise and internal equity; generally new hires can expect pay between the minimum and midpoint of the range.

Compensation at WPI

FLSA STATUS

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 statusor 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 is committed to maintaining a campus environment free of harassment and discrimination.