Administrative Assistant III - Pathology and Immunology

Washington University in St. Louis; St. Louis (MO); On-site; USD 29,000 - 45,000; Full time

Job summary

Washington University in St. Louis seeks an Administrative Assistant to support the Department of Pathology & Immunology. The role includes scheduling, preparing documents, and coordinating meetings, travel, and reports.

Candidates should have a high school diploma and relevant experience, with strong computer skills and attention to detail. Responsibilities involve developing data for reports, supporting contracts and presentations, and managing multiple priorities while maintaining high

Qualifications

• High school diploma or equivalent is required.
• Relevant experience (3 years) is preferred.
• Proficiency with Microsoft Office Suite and ability to handle confidential information.

Responsibilities

• Provides administrative assistance to the department, including scheduling meetings, preparing materials and managing files.
• Coordinates data for reports and events, prepares agendas, travel plans, and meeting summaries.
• Prepares presentations, Excel financial worksheets, and contracts.
• Plans and manages department events and programming.
• Receives and screens calls, answers questions, and resolves administrative issues.
• Maintains department files and supports supervisor-initiated tasks.
• Maintains accuracy and prioritizes tasks to keep projects on schedule.
• Provides adaptable support to leaders, faculty, and trainees.
• Demonstrates composure under pressure and a solutions-oriented approach.
• Executes assigned initiatives from inception to completion with high-quality follow-through.
• Performs other duties as assigned.

Skills

Adaptability

Computer Literacy

Confidentiality

Financial Systems

HR Software Systems

Independent Decision-Making

Interpersonal Communication

Learning Quickly

Microsoft Excel

Microsoft PowerPoint

Microsoft Word

Online Meeting Software

Organizing

Problem Solving

Professional Etiquette

Sound Judgment

Stress Management

Student Information Systems

Teamwork

Working Independently

Workload Prioritization

Education

High school diploma or equivalent

Job description

Position Summary

Provide administrative assistance in the Department of Pathology & Immunology.

Location

SAINT LOUIS, MO 63110

Scheduled Hours

40

Job Description

Primary Duties & Responsibilities

• Provides administrative assistance to the department. Performs all job functions such as scheduling meetings, composing a variety of materials, including confidential reports and correspondence, managing files; taking phone messages and handling those deemed appropriate, researching topics as needed.
• Coordinates and develops data using institutional knowledge of department and university content for special reports/projects; events on either university cycles or upon manager’s request; prepares agendas, travel plans, documents, and transcription related to meetings and/or conferences; writes summaries and reports.
• Assists in preparing contracts, presentations and legal documents. Creates and prepares PowerPoint reports, Excel financial worksheets and contracts.
• Plans, coordinates, and manages events and programming for the department.
• Receives and screens telephone calls, answers specific questions and takes accurate messages. Responds to and resolves administrative problems, tasks, questions and inquiries on behalf of the department.
• Maintains administrative files for the department. Assists with special ongoing at the request of supervisor or as they arise.
• Maintains an exceptional level of accuracy and attention to detail across all administrative tasks, documentation, and departmental processes.
• Utilizes strong organizational and task-prioritization strategies to optimize daily workflows and keep long-term projects on schedule.
• Manages multiple competing priorities simultaneously, effectively balancing tight deadlines while upholding the organization's high-quality standards.
• Provides professional, highly adaptable support to leaders, faculty, and trainees, tailoring communication and assistance to align with diverse working styles and preferences.
• Demonstrates resilience and composure under pressure, maintaining a solutions-oriented approach when navigating unexpected challenges or fast-paced situations.
• Takes full ownership of assigned initiatives, executing tasks reliably from inception to completion with consistent, high-quality follow-through.
• 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.

Education

Required Qualifications

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 (3 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.

Education

Preferred Qualifications

No additional education unless stated elsewhere in the job posting.

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

Adaptability, Computer Literacy, Confidentiality, Financial Systems, Human Resources (HR) Software Systems, Independent Decision-Making, Interpersonal Communication, Learning Quickly, Microsoft Excel, Microsoft PowerPoint, Microsoft Word, Online Meeting Software, Organizing, Problem Solving, Professional Etiquette, Sound Judgment, Stress Management, Student Information Systems, Teamwork, Working Independently, Workload Prioritization

Grade

G08-H

Salary Range

$21.17 - $32.85 / 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-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.