Administrative Coordinator I - Neurology

Washington University in St. Louis; St. Louis (MO); On-site; USD 26,000 - 40,000; Full time

Benefits offered by this job

Vacation and holidays

Health insurance

Metro transit U-Pass

Retirement plan

Job summary

Washington University in St. Louis seeks an Administrative Assistant to provide general administrative project and program support within the department. The role covers CTU and Memory Diagnostic Center coordination, scheduling, budget entry, and document management.

You will support faculty, maintain records, assist with events, and handle office procedures using Word, Outlook, Excel, PowerPoint, and Access. Strong organizational and communication skills are essential.

Qualifications

• High school diploma or equivalent.
• Two years of administrative office experience.
• Good organizational and interpersonal communication skills to deal effectively with a broad and diverse range of people.
• In-depth knowledge of office procedures.
• Accuracy and attention to detail.
• Intermediate computer skills, including knowledge of computer applications and programs (including Word, Outlook, Excel, PowerPoint, and Access).

Responsibilities

• Administrative systems and records: Maintains administrative records and tracking tools and assists with purchasing, invoices, reimbursements, and other department systems as needed.
• Clinical Trials Unit support: Coordinates and performs administrative and operational tasks supporting daily CTU activities, including scheduling and participant support, referral and intake tracking, recruitment materials and mailings, document preparation, exam room readiness and turnover, office and supply coordination, routine equipment and temperature monitoring and documentation, and other administrative follow-up.
• Memory Diagnostic Center support: Provides administrative support to the Director of the Knight ADRC Memory Diagnostic Center, including scheduling, meeting coordination, calendar support, communications, and general clinic/program needs.
• Memory and Aging Section support: Provides administrative support to the Section Head, including scheduling, meeting coordination, calendar support, communications, and general office/program needs.
• Assists with developing budgets, monitoring expenditures, enters personnel/payroll information in Workday and runs reports; performs online systems entry of documents or data involving accounts payable, purchasing, budgeting, etc.; may approve financial documents such as check requests, journals, purchase orders, travel documents, etc.
• Provides advising (answering general questions) to students, faculty; enters/updates student registration and information into appropriate databases. Assists with new course listings, provides special formatting for course offerings, plans and administers student advising reporting process.
• Plans logistics and provides administrative support for program courses, meetings and events including all details associated with event; negotiates with vendors; oversees, troubleshoots and resolves special situations that arise during event. Manages event budget.
• Coordinates, manages and updates communications for school/department/center including verbal, written and electronic communications and websites which may include initiating/reviewing drafts of various communications.

Skills

Calendar Coordination

Computer Applications

Computer Literacy

Detail-Oriented

Email Writing

Interpersonal Communication

Inventory Accountability

Microsoft Access

Microsoft Excel

Microsoft Office

Microsoft Outlook

Microsoft PowerPoint

Microsoft Word

Office Procedures

Operations Scheduling

Ordering Supplies

Organizing

Patient Care Coordination

Patient Recruitment

Software Program

Education

High school diploma

Bachelor's degree

Tools

Microsoft Access

Microsoft Excel

Microsoft Word

Microsoft Outlook

Microsoft PowerPoint

Job description

Location

SAINT LOUIS, MO 63110

Scheduled Hours

40

Position Summary

Provides general administrative project and/or program support for department or program areas.

Job Description

Primary Duties & Responsibilities

• Administrative systems and records: Maintains administrative records and tracking tools and assists with purchasing, invoices, reimbursements, and other department systems as needed.
• Clinical Trials Unit support: Coordinates and performs administrative and operational tasks supporting daily CTU activities, including scheduling and participant support, referral and intake tracking, recruitment materials and mailings, document preparation, exam room readiness and turnover, office and supply coordination, routine equipment and temperature monitoring and documentation, and other administrative follow-up.
• Memory Diagnostic Center support: Provides administrative support to the Director of the Knight ADRC Memory Diagnostic Center, including scheduling, meeting coordination, calendar support, communications, and general clinic/program needs.
• Memory and Aging Section support: Provides administrative support to the Section Head, including scheduling, meeting coordination, calendar support, communications, and general office/program needs.
• Assists with developing budgets, monitoring expenditures, enters personnel/payroll information in Workday and runs reports; performs online systems entry of documents or data involving accounts payable, purchasing, budgeting, etc.; may approve financial documents such as check requests, journals, purchase orders, travel documents, etc.
• Provides advising (answering general questions) to students, faculty; enters/updates student registration and information into appropriate databases. Assists with new course listings, provides special formatting for course offerings, plans and administers student advising reporting process.
• Plans logistics and provides administrative support for program courses, meetings and events including all details associated with event; negotiates with vendors; oversees, troubleshoots and resolves special situations that arise during event. Manages event budget.
• Coordinates, manages and updates communications for school/department/center including verbal, written and electronic communications and websites which may include initiating/reviewing drafts of various communications.
• 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

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.

Preferred Qualifications

More About This Job

• High school diploma or equivalent high school certification.
• Two years of administrative office experience.
• Good organizational and interpersonal communication skills to deal effectively with a broad and diverse range of people.
• In-depth knowledge of office procedures.
• Accuracy and attention to detail.
• Intermediate computer skills, including knowledge of computer applications and programs (including Word, Outlook, Excel, PowerPoint, and Access).

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

Calendar Coordination, Computer Applications, Computer Literacy, Detail-Oriented, Email Writing, Housekeeping, Interpersonal Communication, Inventory Accountability, Microsoft Access, Microsoft Excel, Microsoft Office, Microsoft Outlook, Microsoft PowerPoint, Microsoft Word, Office Procedures, Office Reception, Operations Scheduling, Ordering Supplies, Organizing, Patient Care Coordination, Patient Recruitment, 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.