Administrative Coordinator I – Arts and Sciences

Washington University in St. Louis; St. Louis (MO); On-site; USD 55,273,000 - 85,787,000; Full time

Job summary

Washington University in St. Louis invites applications for a front office staff position in the Department of Statistics and Data Science. The role is the first point of contact for visitors and faculty, providing admin support to keep the department running smoothly.

The candidate will manage calendars, coordinate events, liaise with vendors, and assist with purchasing and contracts. A high school diploma is required, with a bachelor's degree preferred and strong Microsoft Office skills

Qualifications

• High school diploma or equivalent required.
• Bachelor’s degree preferred.

Responsibilities

• Provide comprehensive administrative support to ensure efficient operation of the department.
• Manage department calendar, schedule meetings, greet visitors, and handle correspondence and files.
• Maintain vendor relationships and assist with procurement and accounts payable processes.
• Coordinate department events, seminars, and conferences, including room reservations and sending reminders.
• Assist with website updates and department communications.
• Perform data entry for invoices and purchase orders; track purchases and payments.

Skills

Interpersonal Communication

Detail-Oriented

Organizing

Computer Applications

Computer Literacy

Office Procedures

Software Program

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 63130

Scheduled Hours 37.5

Position Summary This staff member is the first contact for all visitors, faculty, students and staff in the Department of Statistics and Data Science’s main office and is responsible for making the front office run in an efficient and friendly manner. This staff member will provide general administrative support for the entire department.

Job Description Primary Duties & Responsibilities:

• Provide comprehensive administrative support to ensure the efficient operation of the administrative office and entire department. This includes managing the department calendar, scheduling meetings, assisting callers and visitors, typing correspondence, and maintaining files. Distribute mail, order supplies, furniture and equipment. First point of contact for all vendor relationships within the department. Manage and maintain effective communication with vendors and university partners like Procurement and Accounts Payable. Facilitate the initiation of new contracts and ensure prompt resolution of all issues that arise.
• Manage the Statistics and Data Science Department website (including updating lists of department faculty, graduate students, visitors, and staff, as well as updating the lists of seminar talks), update graduate and undergraduate pages, and write updates on department activities.
• Responsible for coordinating department events (i.e. awards ceremonies, seminars, and conferences) including reserving rooms, creating flyers, sending event reminders to various distribution lists, ordering food and pre/post clean up services.
• Schedule classrooms for all department events and temporary offices for visitors. Coordinate routine building repairs, maintenance, cleaning, ordering of keys, equipment servicing, etc. Manage departmental email accounts by responding to general inquiries.
• Assist Chair and Faculty Search Committees with searches for postdoctoral lecturers and tenure-track faculty; post the positions and job advertisements on various recruitment sites and portals; compile materials for Affirmative Action Committee.
• Perform basic data entry such as invoices and purchase orders; track purchases/receipts and process for payment.
• 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.

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 (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.

Education: Preferred Qualifications 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 Applications, Computer Literacy, Detail-Oriented, Interpersonal Communication, Microsoft Access, Microsoft Excel, Microsoft Office, Microsoft Outlook, Microsoft PowerPoint, Microsoft Word, Office Procedures, Organizing, Software Program

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-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 StatementWashington 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.