Operations Coordinator / Administrative Assistant
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Before you apply
SalaryNo pay range posted
LocationWorcester
Work modeon-site
Typefull-time
SeniorityMid
DepartmentSTEM Education
Company size1,001–5,000 people
PostedOct 29, 2026 · 5d ago
Verified live12h ago
At a glanceSummarised by Seekless from the posting.
Manages the daily operations and administrative functions of the Center
Provides comprehensive administrative support for the STEM Education Center and its team members
Coordinates and schedules meetings, makes room reservations
Recruits, trains, and supervises Center student assistants; manages timesheets, payroll, costing allocations, and student worker schedules
Monitors Center accounts (including select grants) monthly and rectifies discrepancies through financial processes
Supports team members in creating and monitoring customer invoices in Workday
Supports team members in submitting supplier invoices and supporting documents in Workday
Oversees the process of administering and maintaining contracts
Creates budget documents and analyses to support the Center's budget planning and reporting
Supports Center-wide communications by producing monthly newsletters, maintaining Center email lists and the CMSN Ecosystem member database
Creates and updates department websites using content management systems such as Drupal and WordPress
Coordinates Center activities and events that host participants or guests
Collaborates with multiple campus stakeholders
Skills
Workday
Drupal
WordPress
JOB TITLE
Operations Coordinator / Administrative Assistant
LOCATION
Worcester
DEPARTMENT NAME
About the company
STEM Education
DIVISION NAME
Worcester Polytechnic Institute - WPI
JOB DESCRIPTION SUMMARY
The STEM Education Center endeavors to transform STEM education to be meaningful, inclusive, and impactful through PreK-12 Teacher Education. The Center’s Operations Coordinator manages the daily operations of the Center and is the primary contact to stakeholders and partners who engage with the Center. They provide administrative, marketing, and budgetary/financial support for the Center’s operations. In addition, the Operations Coordinator serves as the program manager for the Central Massachusetts STEM Network (CMSN) Ecosystem, as well as supporting other growth areas of the Center.
This is a full-time, on-site, fixed-term position funded through supplemental funds such as an endowment and grants.
JOB DESCRIPTION
Manages the Center’s Daily Office Operations and Records
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Provides comprehensive administrative support for the STEM Education Center and its team members, working closely with the Executive Director
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Manages the daily operations and administrative functions of the Center (e.g., responds to Center email and phone inquiries, orders supplies, works with IT and facilities as needed)
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Coordinates and schedules meetings, makes room reservations, and drafts and disseminates communications to the Center team regarding deadlines, updates, new opportunities, and WPI policy and procedure changes
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Maintains a welcoming and supportive office environment for Center members, students, and guests
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Recruits, trains, and supervises Center student assistants; manages timesheets, payroll, costing allocations, and student worker schedules
Oversees Purchasing, Finances, and Accounts Payable
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Monitors Center accounts (including select grants) monthly and rectifies discrepancies through financial processes aligned with university policies
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Supports team members in creating and monitoring customer invoices in Workday (for school PDs, out-of-school time partners, and others)
•
Supports team members in submitting supplier invoices and supporting documents in Workday (for consultants, Teacher Prep mentor teachers, and program supervisors) and monitors for payment
•
Oversees the process of administering and maintaining contracts
•
Creates budget documents and analyses to support the Center’s budget planning and reporting
Manages Center Communications, Marketing, and Events
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Supports Center-wide communications by producing monthly newsletters, maintaining Center email lists and the CMSN Ecosystem member database, promoting the Center, overseeing promotional materials, and preparing for conferences and literature tables at events
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Creates and updates department websites using content management systems such as Drupal and WordPress, and maintains signage, announcements, and displays
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Coordinates Center activities and events that host participants or guests, including venue reservations, room preparations, catering requests, visitor directions and transportation information, parking permits, technology setup, breakdown, and cleaning requests
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Collaborates with multiple campus stakeholders