Administrative Coordinator – Academic Pediatrics

Washington University in St. Louis; St. Louis (MO); On-site; USD 60,689,000 - 94,129,000; Full time

Benefits offered by this job

Vacation & holidays

Health insurance

Transit U-Pass

Retirement plan (403b)

Job summary

Washington University in St. Louis seeks an Administrative Assistant to support the Division Chief of Academic Pediatrics and the division staff in Saint Louis, MO. The role includes calendar management, material preparation, onboarding support, and organizing meetings and travel.

This position requires a high school diploma and relevant experience, with strong communication and Microsoft Office skills. Normal hours are Monday–Friday, 8am–4:30pm, with occasional travel as needed.

Qualifications

• High school diploma or equivalent high school certification or combination of education and/or experience.
• Relevant Experience (3 Years).
• No specific certification/professional license required for this position.

Responsibilities

• Anticipates and prepares materials needed by the Division Chief for conferences, meetings, appointments and telephone calls.
• Composes a variety of materials, including letters, memos, confidential reports and correspondence with responsibility for format, arrangement of attachments, correct spelling and grammar.
• Manages calendar of Division Chief; schedules appointments and takes meeting minutes as needed.
• 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 additional administrative support for division including quarterly meetings, any catering needs, faculty travel reimbursement, supplies management and ordering, and other needs as they arise.
• Assists with faculty call schedule.
• Manages division files to ensure documents remain 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

Financial Applications

Microsoft Excel

Microsoft Outlook

Microsoft PowerPoint

Microsoft Word

Office Equipment

Organizing

Payroll Systems

Supervision

Workday Software

Working Independently

Education

High school diploma or equivalent

Tools

Microsoft Excel

Microsoft Outlook

Microsoft PowerPoint

Microsoft Word

Workday Software

Payroll Systems

Office Equipment

Job description

Washington University in St. Louis seeks an Administrative Assistant to support the Division Chief of Academic Pediatrics and the division staff in Saint Louis, MO. The role includes calendar management, material preparation, onboarding support, and organizing meetings and travel.

This position requires a high school diploma and relevant experience, with strong communication and Microsoft Office skills. Normal hours are Monday–Friday, 8am–4:30pm, with occasional travel as needed.