Senior Administrative Coordinator

JOB TITLE

Senior Administrative Coordinator

LOCATION

Worcester

DEPARTMENT NAME

Talent & Inclusion Division

DIVISION NAME

Worcester Polytechnic Institute - WPI

JOB DESCRIPTION SUMMARY

Reporting to the Vice President for Talent & Chief Human Resources Officer (CHRO), this role provides high-level, confidential administrative and operational support to the VP of Talent & CHRO and the Talent & Inclusion Division at WPI. The position serves as a trusted point of contact for the VP of Talent & CHRO, managing complex scheduling, communications, and division-wide operations with a high degree of discretion, judgment, and professionalism.

This individual interacts closely with WPI's senior leadership, Board of Trustees, faculty, staff, and external partners, and is expected to represent the Talent & Inclusion Division with poise, integrity, and a strong commitment to WPI's values.

Interested candidates are asked to submit a resume and a brief cover letter. See "How to Apply" at the bottom of this posting for details.

JOB DESCRIPTION

Executive & Administrative Support

• Manage the VP of Talent & CHRO's 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 President's Office, Provost's Office, and academic and administrative leadership teams across the university.
• Interact professionally and collegially with the President's 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 university's 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 division's 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:

• Bachelor's 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, PowerP