Administrative Associate

Serve as a confidential administrative assistant to the AED head, associate department head, and 14 faculty members.

Assist with scheduling and organizing AED meetings and events, including those for departmental committees, search committees, seminars, and student groups. Arrange room reservations, distribute agendas and materials, and manage catering and AV support when necessary.

Assist AED faculty with a range of needs related to teaching, project advising, and research, including printing, copying, scanning, and reserving conference rooms.

Coordinate logistical and financial planning for AED visiting speakers, faculty candidates, and external collaborators, including travel and lodging arrangements. Manage all related reimbursements, expense reports, transportation expenses, and itinerary approvals in accordance with WPI Travel Policy.

Act as the main point of contact of AED for Facilities, IT, and custodial teams regarding department operations. Communicate maintenance priorities, coordinate responses to urgent issues, and handle work orders for repairs, key access, autodials, and safety fixes. Manage requests via SchoolDude until completed, oversee AED building operations, and report safety or compliance issues to Facilities or EHS. Help schedule inspections, keep safety records up to date, coordinate vendor visits for repairs, deliveries, and lab changes, and ensure adherence to WPI's purchasing and safety policies.

Coordinate renovation and equipment installation projects for AED by collaborating with Facilities, vendors, and WPI’s project managers.

Support onboarding for new AED faculty, staff, and student employees. Provide departmental information, facilitate system access, and coordinate workspace setup.

Assist in summer and special AED programs delivered by the department or in coordination; manage setup, student participation, and coordination with faculty leads and external partners.

Support the AED's marketing and communications functions. Maintain department-wide distribution lists, contact directories, and committee memberships to ensure consistent communication and reporting. Use Drupal to update the department website, create slides, forward information to relevant groups, add event announcements, update directories, and produce flyers and one-page communications. Prepare and distribute announcements, reminders, and updates. Maintain a master event calendar and ensure events are publicized adequately across departmental platforms (digital screens, website, email).