Operations Coordinator

- Provides comprehensive administrative support for the STEM Education Center and its team members, working closely with the Executive Director

- 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)

- 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

- Maintains a welcoming and supportive office environment for Center members, students, and guests

- 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 aligned with university policies

- 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

- 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

- Creates and updates department websites using content management systems such as Drupal and WordPress, and maintains signage, announcements, and displays

- 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

- Collaborates with multiple campus stakeholders

- Associate's degree required; Bachelor's degree preferred

- At least three years of relevant office work experience

- Strong ability to manage, plan, and prioritize multiple tasks with attention to detail in a fast-paced environment

- Excellent written and verbal communication skills

- Competency with office and communication tools (e.g., Microsoft Office, Google Suite) and willingness to learn new systems

- Experience with Workday and payroll systems preferred

- Demonstrated skills in managing, analyzing, and projecting budgets and producing reports

- Ability to create flyers, newsletters, announcements, and webpages

- Ability to work independently and as part of a team, with a high level of professionalism and discretion