Administrative Assistant IV - Arts & Sciences

Washington University in St. Louis; St. Louis (MO); On-site; USD 32,000 - 50,000; Full time

Benefits offered by this job

Vacation leave

Health insurance

Metro U-Pass

Retirement plan

Job summary

Washington University in St. Louis is seeking an administrative support specialist to assist the department chair and associate chair with day-to-day duties, faculty/student recruiting and program development, and communications.

The role emphasizes accuracy, confidentiality, scheduling, and liaison work across offices. The position requires a high school diploma and substantial office experience; duties include budget tracking, travel arrangements, payroll inputs, and processing of documents,

Qualifications

• High school diploma or equivalent.
• Administrative office experience (5 years) preferred.

Responsibilities

• Provide administrative and academic program support, ensuring protocols are followed and coordinating student visits and contacts.
• Schedule courses, classrooms, laboratories and related logistics; prepare itineraries and manage calendars.
• Draft and review communications; assist with newsletters, event schedules and program literature.
• Assist with budget tracking, expense reporting, purchasing and accounts payable under department guidelines.
• Coordinate travel arrangements and prepare travel reimbursements.
• Receive and respond to inquiries requiring department-specific knowledge; maintain confidentiality of sensitive information.

Education

High school diploma or equivalent

Job description

Position Summary

The position plays a key role for the new department by having a staff person who helps the department chair and associate chair with their day-to-day duties and activities in faculty/student recruiting and program development among other things.

Location

ST. LOUIS, MO 63130

Scheduled Hours

37.5

Job Description

Primary Duties & Responsibilities

• Provides administrative and academic program support, ensures all protocols are followed, coordinate student visits, serve as primary student/parent contact, answers general questions, provides solutions and referrals; serves as liaison to and assists faculty with course support order textbooks, collects and records student grades; schedules courses, classrooms, laboratories and logistical support.
• May review student academic record, transcripts and degree requirements.
• Responds to inquiries requiring an in-depth knowledge of the department/school and/or university policies and procedures.
• Ensures inquiries are addressed and resolved.
• Schedules diverse and complex appointments, meetings and travel arrangements.
• Prepares complex itineraries for multiple constituents. Prioritizes and maintains daily appointment calendar.
• Handles all meeting details, confirmations and back-up materials. Prepares and submits travel expense reimbursement according to guidelines.
• Regularly handles confidential or sensitive information; drafts and finalizes letters, email messages and other communications. Initiates, writes, creates and reviews various communications such as newsletters, event schedules, marketing materials, departmental information, program literature and mailings; use desktop publishing software to lay out document; coordinate the printing, publishing and distribution process.
• Documents created require little additional review. May coordinate administrative aspects of the tenure process. Develops budget, tracks and reconciles expenses, runs and analyzes reports; oversees accounts payable and purchasing duties for department; performs or oversees all online systems entry of documents or data involving accounts payable, purchasing, budgeting, etc.; approves financial documents such as check requests, journals, purchase orders, travel documents, etc.
• May coordinate submission of research proposals/grants; compiles, monitors, reviews and analyzes grant spending. Plans and coordinates special events including all details associated with event; negotiates with vendors; oversees, troubleshoots and resolves special situations that arise during event.
• Manages event budget.
• Reviews employment eligibility documents; provides information and assistance to foreign national students and faculty; inputs payroll and appointments for all personnel; prepares and audits biweekly and monthly payroll.
• Oversees all office supplies and equipment. Reviews and recommends supply budgets and vendors. Uses signature and purchasing authorization. Ensures proper functioning of equipment.
• Performs other duties as assigned.

Working Conditions

Job Location/Working Conditions:

• Normal office environment.

Physical Effort

• Typically sitting at desk or table.
• Repetitive wrist, hand or finger movement.

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.

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

Administrative Office (5 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

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

Not Applicable

Grade

G09-H

Salary Range

$23.37 - $36.19 / 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, 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.