AdministrativeAssociate

**JOB TITLE** Administrative Associate **LOCATION** Worcester **DEPARTMENT NAME** Mechanical & Materials Engineering **DIVISION NAME** Worcester Polytechnic Institute - WPI **JOB DESCRIPTION SUMMARY** The Administrative Associate assists with the administrative and operational support for the daily operations of the Department of Mechanical & Materials Engineering. This role supports student project budgets and manages departmental resources along with providing daily office support. **JOB DESCRIPTION** **Responsibilities:** * Process and monitor expense reports, departmental transfers, purchase orders, and vendor payments * Create and manage vendor invoice requests in alignment with WPI financial policies * Apply for and manage departmental purchasing card (PCard) for faculty, staff and students * Coordinate with internal departments to secure supplemental funding when needed * Process travel and reimbursement requests for student conferences and competitions * Coordinate course-related materials and billing with the bookstore; manage payment deposits * Oversee receipt and distribution of departmental packages (with student worker support) * Track and reconcile budgets for student Major Qualifying Projects (MQPs), grants, and departmental accounts * Monitor MQP budgets each academic year, ensuring student groups remain within allocated funding * Assist the Operations Manager, Undergrad Committee & MQP coordinators with MQP planning, preparation, and execution of all aspects of event. * Assist Faculty, Staff & Students with anything Undergrade relate - provide information about undergrad programs and maintain relationship with other WPI academic units. * Support daily office operations including front desk coverage, phone/email inquiries, and visitor assistance * Assist faculty, staff and students with facility requests, room reservations, work order and other things - event logistics, visits with prospective students. * Utilize Workday and other institutional syste