Administrative Coordinator I - Arts and Sciences

Washington University; St. Louis, Northern (MO, KY); Hybrid; USD 51,820,000 - 80,349,000; Full time

Benefits offered by this job

Vacation & holidays

Health insurance

Metro U-Pass

403(b) Retirement Savings Plan

Wellness programs

Tuition remission

Job summary

Washington University in St. Louis is seeking a proactive front office administrator for the Department of Statistics and Data Science in St. Louis, MO.

You will greet visitors, answer inquiries, manage calendars, coordinate meetings, and support the department with daily operations. Your role includes maintaining files, assisting vendors, handling correspondence, updating pages on the department site, coordinating seminars and events, and helping with travel and procurement processes as part of

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: Administrative (2 Years)
• Skills: Not Applicable
• Driver's License: A driver's license is not required for this position.

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 Affi…
• Performs other duties as assigned.

Skills

Computer Applications

Detail-Oriented

Interpersonal Communication

Microsoft Access

Microsoft Excel

Microsoft Office

Microsoft Outlook

Microsoft PowerPoint

Microsoft Word

Office Procedures

Organizing

Software Program

Education

Bachelor's degree

High school diploma

Tools

Microsoft Access

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.

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 Affi…


• 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.

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: Administrative (2 Years)


• Skills: Not Applicable


• Driver's License: A driver's license is not required for this position.

About WashU

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


• Software Program Grade G07-H


• Salary Range $19.29 - $29.91 / Hourly

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.

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.

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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.