Administrative Coordinator I - Neurology

Washington University in St. Louis; United States; On-site; USD 26,000 - 41,000; Full time

Job summary

Washington University in St. Louis seeks an administrative support specialist to provide project and program assistance across departments.

The role includes maintaining records, coordinating CTU activities, and supporting the Memory Diagnostic Center and Memory and Aging Section. You will manage scheduling, communications, and office needs while assisting with budgeting, payroll data entry in Workday, and processing financial documents as required.

Qualifications

• High school diploma or equivalent required; two years of administrative office experience preferred.
• Bachelor's degree preferred per qualifications.

Responsibilities

• Maintains administrative records and tracking tools; assists with purchasing, invoices and reimbursements.
• Coordinates administrative tasks for CTU activities including scheduling, participant support, recruitment materials and documentation.
• Supports Memory Diagnostic Center: scheduling, calendar support, communications, and program needs.
• Supports Memory and Aging Section: scheduling, meetings, and office needs.
• Assists with budgeting, expenditures, payroll data entry in Workday, and financial document processing.

Skills

Calendar Coordination

Computer Applications

Detail-Oriented

Interpersonal Communication

Education

High school diploma

Bachelor's degree

Tools

Microsoft Access

Microsoft Excel

Microsoft Word

Microsoft Outlook

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

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

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.

More About This Job

Preferred Qualifications: 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).

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

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 th