Administrative Coordinator I - Arts & Sciences

Washington University; United States; On-site; USD 26,000 - 41,000; Full time

Benefits offered by this job

Vacation days & holidays

Health insurance

Metro U-Pass transit benefit

Tuition assistance & family tuition

Job summary

Washington University in St. Louis is seeking an Administrative Coordinator to serve as the primary coordinator for an academic department and assist multiple units within the Arts & Sciences Administrative Cluster. You will collaborate with other coordinators, faculty, and students to support teaching and research activities.

The role includes scheduling, travel arrangements, event planning, web maintenance, and student data management in a team-oriented environment. On-site location in St.

Qualifications

• Education: High school diploma or equivalent.
• Certifications/Professional Licences: No specific certification required.
• Work Experience: Administrative (2 Years).
• Driver's License: Not required.

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 – Scheduling, travel, and administrative office support; arrange and support faculty meetings.
• General Office Support – Prepare correspondence, receive visitors, handle calls/email, maintain files and inventories.
• Event Planning – Plan seminars, conferences, receptions, guest lectures; manage itineraries and travel.
• Web/Communication – Maintain content websites and publications; share information across units.
• Academic and Student Support – Manage student/course data; support undergraduate/graduate study.
• Administrative Cluster Support – Provide back-up and collaborate on cross-department projects.

Job description

Location ST. LOUIS, MO 63130

Scheduled Hours 37.5

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.

Job Description

Primary Duties & Responsibilities

• Department Support: 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

Job Location/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.

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.

Preferred Qualifications

• Education: Bachelor's degree
• Certifications/Professional Licences: 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

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/

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.

Q: Can I create a job alert to notify me when jobs of interest are posted? A: Yes! After you create a Candidate Home account, you can set up and manage job alerts to be sent to you either daily or weekly, according to the filters you select. You can add, edit, or delete job alerts at any time. You will need to opt in to communications from WashU when you set up your first alert and will only receive alerts for jobs posted after the alert has been created. Set alerts today so you do not miss any new opportunities!

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.

Useful Links

• Who We Are
• Human Resources
• Benefits
• Living in St.Louis
• Frequently Asked Questions
• Accommodation
• Regulatory Postings Know Your Rights: Workplace Discrimination is Illegal Poster (English; Spanish)