Administrative Assistant II - General Internal Medicine

Washington University in St. Louis; United States; On-site; USD 27,000 - 41,000; Full time

Job summary

Washington University in St. Louis is seeking an administrative coordinator to manage scheduling, travel arrangements, and document preparation for assigned staff. The role requires handling confidential information and providing reliable support to multiple departments.

The ideal candidate will have strong Microsoft Office skills, excellent written and verbal communication, and the ability to work independently in a fast-paced environment on the Saint Louis campus.

Qualifications

• Education: High school diploma or equivalent.
• Preferred: Bachelor's degree.
• Work Experience: 2 years of relevant experience.
• Skills: Proficiency with standard office software and strong communication.

Responsibilities

• Schedules diverse and complex appointments, meetings and travel arrangements; may prepare complex itineraries.
• Prepares travel expense reimbursements according to guidelines.
• Provides administrative support to assigned staff.
• Types and composes documents; manages electronic and hard copy files.
• Answers phones, greets and directs visitors; maintains confidentiality of office.

Skills

Computer Literacy

Interpersonal Communication

Microsoft Access

Microsoft Excel

Microsoft Office

Microsoft Outlook

Microsoft PowerPoint

Microsoft Word

Office Procedures

Oral Communications

Teamwork

Working Independently

Written Communication

Education

High School Diploma

Bachelor's Degree (Preferred)

Tools

Microsoft Access

Microsoft Excel

Microsoft Office

Microsoft Outlook

Microsoft PowerPoint

Microsoft Word

Job description

Location

SAINT LOUIS, MO 63110

Scheduled Hours

40

Position Summary

Coordinates office functions, programs and schedules; provides administrative services, and performs specialized/technical duties with minimum supervision.

Primary Duties & Responsibilities

• Schedules diverse and complex appointments, meetings and travel arrangements. May prepare complex itineraries.
• Schedules and maintains daily appointment calendars, coordinates meeting details and confirmations.
• Prepares travel expense reimbursement according to guidelines.
• Provides administrative support to assigned staff.
• Types and composes a variety of documents, creates mail merges, and manages electronic and hard copy files.
• Receives, sorts and distributes mail.
• Edits, proofreads and occasionally drafts communications such as newsletters, event schedules, marketing materials, departmental information, program literature and mailings; coordinates the printing, publishing and distribution process.
• Provides logistical support and preparation for presentations, training, interviews, workshops and special events that occur on- and off- campus (i.e. arranges location, orders food, assembles materials, schedules speakers, prepares sign-in sheets and name badges, arranges parking, etc.). Updates training materials, case studies, etc., as needed. Serves as point of contact for scheduling classrooms and lecture halls.
• Tracks and monitors expenses for department. Assists in budget planning.
• Enters transactions in financial system; may approve transactions and run/review reports.
• Enters personnel/payroll information in HR system.
• May assist in preparing contract budgets, grant applications, proposals, status reports and financial statements.
• Coordinates purchase order requests and work order requests.
• Maintains office supply inventory and coordinates purchase of supplies as needed.
• Maintains/updates contact information, directories, departmental lists, email lists and databases.
• May be responsible for updating/maintaining routine web pages and social networking sites.
• Answers phones, greets and directs visitors and ensures confidentiality of office is maintained at all times.
• Performs other duties as assigned.

Working Conditions

• Job Location/Working Conditions:
• Normal office environment.
• Ability to travel to various on- and off-campus locations.

Physical Effort

• Typically working at desk or table.
• Repetitive wrist, hand or finger movement.
• Occasional lifting (25 lbs. or less).

Equipment

Office equipment.

The above statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all job duties performed by the personnel so classified. Management reserves the right to revise or amend duties at any time.

Required Qualifications

Education: High school diploma or equivalent high school certification or combination of education and/or experience.

Certifications /Professional Licenses : No specific certification/professional license is required for this position.

Work Experience: Relevant Experience (2 Years)

Skills: Not Applicable

Driver's License: A driver's license is not required for this position.

More About This Job

WashU seeks highly motivated individuals who are able to perform duties in a manner consistent with our core mission and guiding principles.

Preferred Qualifications

Education: Bachelor's degree

Certifications /Professional Licenses : No additional certification/professional licenses unless stated elsewhere in the job posting.

Work Experience: No additional work experience unless stated elsewhere in the job posting.

Skills: Computer Literacy, Interpersonal Communication, Microsoft Access, Microsoft Excel, Microsoft Office, Microsoft Outlook, Microsoft PowerPoint, Microsoft Word, Office Procedures, Oral Communications, Teamwork, Working Independently, Written Communication

Grade

G07-H

Salary Range

$19.29 - $29.91 / Hourly

The salary range reflects base salaries paid for positions in a given job grade across the University. Individual rates within the range will be determined by factors including one's qualifications and performance, equity with others in the department, market rates for positions within the same grade and department budget.

Questions

For frequently asked questions about the application process, please refer to our External Applicant FAQ .

Accommodation

If you are unable to use our online application system and would like an accommodation, please email [e-mail] or call the dedicated accommodation inquiry number at 314-935-1149 and leave a voicemail with the nature of your request.

All qualified individuals must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship.

Pre-Em