Administrative Coordinator I - Arts & Sciences

Washington University in St. Louis; St. Louis (MO); On-site; USD 27,000 - 41,000; Full time

Benefits offered by this job

Vacation & holidays

Health insurance

Metro U-Pass

Tuition coverage

Job summary

Washington University in St. Louis seeks an Administrative Coordinator to serve as the primary administrative support for an academic department and as part of the Arts & Sciences Administrative Cluster.

You will collaborate with fellow coordinators to assist faculty, students, and staff in teaching and research activities. The role includes scheduling, travel coordination, event planning, and website/content maintenance, with opportunities to support multiple departments and programs.

Qualifications

• High school diploma or equivalent.
• Bachelor’s degree preferred; relevant experience considered.
• Administrative experience of 2 years or more.
• No special certifications required.

Responsibilities

• Support Department Leadership: schedule meetings, coordinate facilities, assemble dossiers.
• Faculty support: travel arrangements, meetings, and office support.
• General office support: correspondence, visitors, inquiries, and records.
• Event planning: seminars, conferences, guest lectures, receptions.
• Web/communication: maintain websites, newsletters, publications.
• Academic and student support: course data management and program support.

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

Education

High school diploma

Bachelor's degree

Job description

Position Summary

This role serves as the primary administrative coordinator for an academic department, while also serving as a member of the Arts & Sciences Administrative Cluster, providing further support for multiple departments and academic units. This role will collaborate in a team environment with fellow Administrative Coordinators as part of the Cluster, as well as working with faculty and students in departmental units, with the end goal of providing support to enable teaching and research endeavors to flourish.

Location

ST. LOUIS, MO 63130

Scheduled Hours

37.5

Primary Duties & Responsibilities

• Support Department Leadership – Schedule meetings; coordinate facilities, computing, and housekeeping; receive questions and inquiries; assist with calendar; assemble tenure and promotion dossiers; organize faculty and postdoc searches.
• Faculty Support – Provide support for faculty regarding scheduling, travel, and administrative office support; arrange and support faculty meetings.
• General Office Support – Provide clerical support, including preparing general correspondence, receiving visitors, telephone calls, and email requests, schedule common spaces; maintain department files and records; order office supplies; maintain required inventories.
• Event Planning – Plan and coordinate all aspects of special events (seminars, conferences, receptions and ceremonies, guest lectures, etc.), including itineraries, reimbursements, travel arrangements and transportation, accommodations, communications, food service, etc.
• Web/Communication – Maintain content websites; coordinate newsletters, brochures, and other publications; maintain information in course catalogs and school informational resources (e.g. Bulletin); work with other academic departments and programs to share information and coordinate activities.
• Academic and Student Support – Provide academic and student support, including student and course data management systems, and undergraduate and graduate students support, and provide support to directors of undergraduate and graduate study.

Administrative Cluster Support

• Provide back-up support as needed for other cluster colleagues.
• Collaborate in a team environment on projects supporting multiple departments/units.
• Attend trainings and job development opportunities as needed.
• Attend university meetings and events as a representative of the cluster and report back to all cluster members regarding relevant information.

Perform other duties as assigned.

Working Conditions

• Normal office environment.
• Ability to travel to various on- and off-campus locations.
• Typically working 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.

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.

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 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.