Administrative Assistant II - Genetics

UNKNOWN; United States; On-site; USD 26,000 - 41,000; Full time

Benefits offered by this job

Vacation and Holidays

Health insurance

Metro U-Pass transit

403(b) Retirement Savings

Wellness programs

Job summary

Washington University in St. Louis seeks a capable administrative professional to provide office, document preparation, budget/financial, and general administrative support across a department or staff group.

The role involves scheduling complex appointments, organizing travel, preparing documents, and ensuring confidential handling of information in a normal office setting.

Qualifications

• Education: High school diploma or equivalent.
• Work Experience: Relevant Experience (2 Years)
• Certifications/Professional Licenses: No specific certification/professional license required for this position.

Responsibilities

• Schedules diverse and complex appointments, meetings and travel arrangements.
• Prepares travel expense reimbursements according to guidelines.
• Provides administrative support to assigned staff.
• Enters transactions in financial system; may approve transactions and run/review reports.
• Maintains office supply inventory and coordinates purchase of supplies as needed.

Skills

Interpersonal Communication

Computer Literacy

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

Tools

Microsoft Access

Microsoft Excel

Microsoft Office

Microsoft Outlook

Microsoft PowerPoint

Microsoft Word

Job description

Location ST. LOUIS, MO 63110 Scheduled Hours 40

Position Summary

Provides office, document preparation, budget/financial, and administrative support for an individual, department, office or designated staff group.

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

Salary Range $19.29 - $29.91 / Hourly

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-Employment Screening

All external candidates receiving an offer for employment will be required to submit to pre-employment screening for this position. The screenings will include criminal background check and, as applicable for the position, other background checks, drug screen, an employment and education or licensure/certification verification, physical examination, certain vaccinations and/or governmental registry checks. All offers are contingent upon successful completion of required screening.

Benefits Statement

• Personal Up to 22 days of vacation, 10 recognized holidays, and sick time.
• Competitive health insurance packages with priority appointments and lower copays/coinsurance.
• Take advantage of our free Metro transit U-Pass for eligible employees.
• WashU provides eligible employees with a defined contribution (403(b)) Retirement Savings Plan, which combines employee contributions and university contributions starting at 7%.
• Wellness Wellness challenges, annual health screenings, mental health resources, mindfulness programs and courses, employee assistance program (EAP), financial resources, access to dietitians, and more!
• Family We offer 4 weeks of caregiver leave to bond with your new child.
• Family care resources are also available for your continued childcare needs.
• Need adult care? We’ve got you covered.
• WashU covers the cost of tuition for you and your family, including dependent undergraduate-level college tuition up to 100% at WashU and 40% elsewhere after seven years with us.
• For policies, detailed benefits, and eligibility, please visit: https://hr.wustl.edu/benefits/

EEO Statement

Washington University in St. Louis is committed to the principles and practices of equal employment opportunity. It is the University’s policy to provide equal opportunity and access to persons in all job titles without regard to race, ethnicity or shared ancestry, color, national origin, citizenship (where prohibited by federal law), age, religion, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or genetic information. As a federal contractor, the university maintains affirmative action programs to implement its equal employment opportunity policy for individuals with disabilities and protected veterans, in accordance with Section 503 of the Rehabilitation Act of 1973, as amended, and the Vietnam Era Veterans’ Readjustment Assistance Act of 1974 (VEVRAA), as amended.

Washington University in St. Louis' collective success is significantly attributed to the passion and outstanding efforts of our community. Our staff, faculty and trainees are committed to excellence and dedicated to carrying out our missions of research, teaching and patient care. WashU prides itself on being a place where people matter, and serious work is done. Our people work together in an inclusive community that celebrates diverse perspectives, collaboration and innovation. We are a community of individuals inspired to work together to develop big ideas and tackle challenging problems. We value the well-being of our people. WashU strives to create a positive employee experience where staff, faculty and trainees thrive, both personally and professionally. Our employees find meaning, connection and vitality in their work and life with a healthy work-life balance and support to learn, grow and make an impact at WashU, the community and the world.