Academic Pediatrics Administrative Coordinator

Washington University in St. Louis; United States; On-site; USD 29,000 - 45,000; Full time

Benefits offered by this job

Metro U-Pass

Tuition coverage for you and family

Job summary

Washington University in St. Louis in Saint Louis, MO seeks an Administrative Assistant for the Division of Academic Pediatrics. Primary duties include preparing materials for the Division Chief, managing calendars, and coordinating on-site visits and onboarding tasks.

The role requires data entry, correspondence, and proficiency with Microsoft Office and Workday. Normal hours are Monday–Friday, 8am–4:30pm, with a standard office environment.

Qualifications

• High school diploma or equivalent.
• No specific certification.
• Relevant experience (3 years).
• Skills listed include Communication, Computer literacy, and Microsoft Office tools.

Responsibilities

• Anticipates and prepares materials needed by the Division Chief for conferences, meetings, appointments and telephone calls.
• Composes letters, memos, confidential reports and correspondence with correct spelling and grammar.
• Manages Division Chief's calendar; schedules appointments and takes minutes.
• Coordinates on-site visits and interviews for faculty and division staff.
• Supports Clinical Manager with onboarding new faculty and staff.
• Assists with faculty appointments, tenure and promotion tracking, including organization of letters, packets, and letters of recommendation.
• Provides administrative support for quarterly meetings, catering needs, faculty travel reimbursement, supplies management and other needs.
• Assists with faculty call schedule.
• Manages division files to keep documents updated and organized.
• Provides administrative assistance with two small grants.
• Ensures paperwork remains stocked and organized in clinic space.
• Other administrative duties as assigned.

Skills

Communication

Computer literacy

Critical thinking

Microsoft Excel

Microsoft Outlook

Microsoft PowerPoint

Microsoft Word

Payroll systems

Workday

Supervision

Organizing

Office equipment

Independent work

Education

High school diploma or equivalent

Tools

Workday

Microsoft Office

Job description

Washington University in St. Louis in Saint Louis, MO seeks an Administrative Assistant for the Division of Academic Pediatrics. Primary duties include preparing materials for the Division Chief, managing calendars, and coordinating on-site visits and onboarding tasks.

The role requires data entry, correspondence, and proficiency with Microsoft Office and Workday. Normal hours are Monday–Friday, 8am–4:30pm, with a standard office environment.