Office Services Coordinator
LOCATION: Worcester
DEPARTMENT NAME: Center for Well Being
DIVISION NAME: Worcester Polytechnic Institute - WPI
JOB DESCRIPTION SUMMARY: Assist the Director and staff in the organization and delivery of WPI Center for Well-being services. Plays a major role in establishing and maintaining an atmosphere of welcoming, care, support, privacy, and professional competence in dealing with students, their families, faculty, staff, and others who may contact the Center. Significant responsibility in budget management, marketing and social media, event planning and managing student workers.
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.
PRINCIPAL DUTIES AND RESPONSIBILITIES:
Provide logistical and operational support for the Center for Well-Being:
Greets visitors and callers. Monitors the CWB open space environment and assists visitors as needed. Makes appropriate appointment and/or referrals as needed. Communicates vital information to CWB staff.
Provides information and/or referral to callers or visitors best served by other departments or off-campus agencies.
Assists in managing CWB staff schedules electronically with Outlook.
Manages CWB room reservation requests.
Organizes and maintains files and the office in general.
Composes, edits, types correspondence, reports, memoranda, articles, forms, brochures, etc.
Attends trainings as needed.
Monitors and responds to CWB emails in a timely fashion.
Deals appropriately with student emergency situations as directed by staff.
Supervise student workers:
Assists in ongoing recruitment and selection of work-study students and peer well-being ambassadors.
Schedules work study students and Peer Well-being Ambassadors and approves pay.
Provides primary front-line supervision and support for day-to-day functions of student workers.
Organizes and participates in ongoing training for student workers.
Develops marketing and social media materials:
Creates marketing materials in coordination with Assistant Director and Director.
Monitors and updates social media daily.
Posts promotional materials for programs and events (e.g., MyWPI, campus screens, flyers, sandwich boards).
Compiles and sends electronic surveys when appropriate.
Manages and updates the CWB WPI website.
Executes event planning and implementation:
Plans, organizes, and implements CWB events in coordination with Assistant Director and Director.
Engages in ongoing communication and coordination with campus partners regarding program implementation.
Assists Director with departmental budget and associated work:
Manages the non-salary budget of the CWB, monitors expenditures and orders supplies as needed in consultation with the Director.
Processes payments for services rendered by professional consultants.
Processes and tracks documents such as invoices, payments and requisitions. Maintains budget records.
REQUIREMENTS:
High School degree with college experience preferred.
Must be proficient in MS Word, Outlook, Excel and PowerPoint.
Working knowledge of CANVA required.
Graphic design experience and knowledge of ADOBE preferred.
Strong interpersonal communication skills to include sensitivity, listening, judgment, decision making and empathy.
The ability to recognize a person in distress and manage the situation appropriately.
Strong proof-reading skills.
Technical skills and creativity in office management to promote efficiency and effectiveness.
Ability to personally manage stress and the distress of others.
Must possess strong organizational skills and ability to manage multiple projects simultaneously.
Ability to work independently and as part of a team.
This is an on-site position with opportunities for occasional remote work when classes are not in session and fewer students are on campus. WPI's benefits package includes a robust retirement match, wellness perks, tuition assistance and more!
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.
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