Operations Coordinator

$49,000 - $55,000/Yr

Worcester Polytechnic Institute - Worcester, MA

Full-time - Entry Level

Worcester, MA

Educational Services

About the position

The Operations Coordinator will work to support day-to-day and long-term operations of the Student Activities Office at Worcester Polytechnic Institute (WPI). This role involves providing front line support to student organizations and managing financial processes in alignment with university and departmental policies. The Operations Coordinator will collaborate with other Student Activities staff members to foster opportunities for engagement and belonging among WPI students. WPI is dedicated to creating an inclusive workplace that values diversity, and candidates who can support this commitment to equity, diversity, and inclusion are highly sought after. This position is based on campus and may require evening or weekend work for specific programs.

Responsibilities

• Hire and train club treasurers on all financial transaction processes using Workday
• Serve as a lead purchasing staff member for office purchases and clubs as needed
• Review and approve all financial Workday transactions for clubs
• Monitor club accounts monthly and rectify negative balances
• Coordinate with finance to process and assign work tags for new clubs
• Analyze financial budgets and identify unused funds for Student Government Association return
• Process department financial transactions, assist in monitoring department budgets to ensure spending aligns with budget, and support divisional budget targets where appropriate
• Review applications for recognition for accuracy and compliance
• Manage Student Organization Council meetings including distribution and collection of materials and coordination of meeting logistics
• Provide support and guidance to newly recognized groups through overseeing the portal and Workday account creation
• Communicate with campus stakeholders regarding organization recognition and leadership as appropriate
• Monitor club portals for compliance with student organization recognition requirements
• Review and approve club registrations
• Assign and maintain an updated locker list to support club storage
• Assist staff in identifying club officers who temporarily leave the university to ensure club continuity
• Review club event submissions for compliance with university and student activities policies
• Create and adapt day-to-day office operations to ensure efficiency and accuracy within the department
• Provide direct support for department staff through reporting and managing sensitive or confidential information
• Coordinate staff meetings and service support for office programming
• Manage, organize and order supply inventory as appropriate to support all staff
• Prepare term schedules for student staff to ensure office coverage and facilitate payroll while ensuring maximum hours provided to meet student need
• Collaborate with campus stakeholders to share financial records as requested
• Assist with Family Weekend logistics including oversight of registration for the program
• Provide support as requested for campus-wide events including New Student Orientation, the Student Recognition Awards, and Commencement.

Requirements

• Bachelor's degree
• 0-3 years of relevant experience

Benefits

• Robust retirement match
• Wellness perks
• Tuition assistance
• Paid time off
• Health insurance
• Life and long-term disability insurance
• Flexible spending accounts