Administrative Coordinator II - Arts and Sciences

UNKNOWN; United States; On-site; USD 29,000 - 45,000; Full time

Benefits offered by this job

Vacation leave

Health insurance

Metro U-Pass

Tuition assistance

Job summary

Washington University in St. Louis is seeking an Administrative Coordinator to provide event logistics, website maintenance, and routine administrative tasks across the English department and affiliated programs, including CLA and the Children’s Studies minor.

This role handles room bookings, catering, travel arrangements, and on-site event setup while also coordinating routine website updates and communications for departmental activities.

Qualifications

• High school diploma or equivalent required.
• 3 years relevant experience preferred.
• Proficiency with MS Office suite and basic website edits.

Responsibilities

• Manage event logistics for department and affiliated programs (readings, lectures, receptions).
• Coordinate room bookings, catering, travel itineraries, and guest itineraries.
• Maintain departmental websites and post announcements.
• Support CLA and Children's Studies minor operations and course listings.
• Provide general administrative support to department leadership and staff.

Education

High school diploma

Tools

Microsoft Excel

Microsoft Outlook

Microsoft PowerPoint

Microsoft Word

Workday

Payroll Systems

Financial Applications

Office Equipment

Supervision

Computer Literacy

Job description

Location ST. LOUIS, MO 63130 Scheduled Hours 37.5

Position Summary The Administrative Coordinator provides operational and event support for the Department of English, assisting with event logistics, website maintenance, and routine administrative tasks across affiliated units, including the Center for the Literary Arts (CLA), and the Children's Studies minor. This role assists with day-to-day office workflows, student and faculty inquiries, and event coordination.

Job Description Primary Duties & Responsibilities: Event Management & Logistics: Handles day-to-day event support tasks for department and affiliated program gatherings (such as reading groups, visiting speakers, Hurst lecturers, guest visits, and receptions). Processes room bookings, orders catering, places dining reservations, and schedules travel/lodging based on provided itineraries. Drafts, formats, and distributes guest itineraries and event schedules. Coordinates on-site event setup, clean-up, and vendor deliveries.

Website & Communications Management: Performs routine website edits, page updates, and text revisions for departmental and affiliated program web pages as directed. Formats and posts event flyers, digital announcements, and promotional assets created for departmental activities. Submits approved event listings to university calendars, news boards, and email announcements. Assists in organizing print and digital files for departmental recruitment materials.

Interdisciplinary Minors & Programmatic Support: Serves as an administrative point person for routine operational support for the Center for the Literary Arts (CLA), and Children's Studies minor. Assists program directors with course listing submissions, applies required formatting to course offerings, and maintains program documentation. Administers routine student advising reporting processes and tracks incoming program inquiries. Answers general, non-advising questions for current and prospective students regarding minor requirements and course offerings.

General Administrative Support: Provides administrative support to department directors (such as DGS, DUS, Advanced Writing, and Publishing Specialization) by assisting with routine paperwork, filing, and task tracking. Performs standard office tasks, including scheduling appointments, reserving meeting spaces, preparing basic correspondence, and routing inquiries appropriately. Performs other administrative support 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: Relevant Experience (3 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 Education: No additional education unless stated elsewhere in the job posting. 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 Literacy, Financial Applications, Microsoft Excel, Microsoft Outlook, Microsoft PowerPoint, Microsoft Word, Office Equipment, Payroll Systems, Supervision, Workday Software

Grade G08-H Salary Range $21.17 - $32.85 / 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 or shared ancestry, 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. As a federal contractor, the university maintains affirmative action programs to implement its equal employment opportunity policy for individuals with disabilities and protected veterans, in accordance with Section 503 of the Rehabilitation Act of 1973, as amended, and the Vietnam Era Veterans’ Readjustment Assistance Act of 1974 (VEVRAA), as amended.

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