Administrative Coordinator II - Pediatrics Academic Medicine

Washington University in St. Louis; Ann Arbor (MI); On-site; USD 29,000 - 45,000; Full time

Benefits offered by this job

Vacation days

Health insurance

Transit benefits

Tuition assistance

Job summary

Washington University in St. Louis is seeking an Administrative Assistant to provide clerical support to the Division Chief of Academic Pediatrics/Vice Chair of Outpatient Health. The role entails calendar management, minute taking, document preparation, and coordination of faculty visits and onboarding.

The position follows a Monday–Friday schedule from 8am to 4:30pm. With at least a high school diploma and 3 years of relevant experience, the ideal candidate is detail-oriented, organized, and

Qualifications

• High school diploma or equivalent required; 3 years relevant experience.
• No specific certification/professional license required.
• 3 years relevant experience in administrative support or related role.

Responsibilities

• Anticipates and prepares materials for the Division Chief’s conferences, meetings, and appointments.
• Composes letters, memos, confidential reports with proper format and grammar.
• Manages Division Chief’s calendar; schedules and records minutes.
• Coordinates on-site visits and interviews for faculty and division staff.
• Supports Clinical Manager with onboarding new faculty and staff.
• Assists with faculty appointments, tenure, and promotion tracking; organizes packets.
• Provides supply management, travel reimbursements, and catering support for quarterly meetings.
• Maintains division files and paperwork; assists with two small grants.
• Performs other administrative duties as assigned.

Skills

Communication

Computer Literacy

Critical Thinking

Financial Applications

Microsoft Excel

Microsoft Outlook

Microsoft PowerPoint

Microsoft Word

Office Equipment

Organizing

Payroll Systems

Supervision

Workday Software

Working Independently

Education

High school diploma or equivalent

Tools

Office software suite

Job description

Location

SAINT LOUIS, MO 63110

Scheduled Hours

40

Position Summary

Provides administrative assistance to the Division Chief of Academic Pediatrics/Vice Chair of Outpatient Health as well as general office support for the Division of Academic Pediatrics.

This position’s primary schedule is Monday - Friday, 8am - 4:30pm.

Job Description

Primary Duties & Responsibilities:

• Anticipates and prepares materials needed by the Division Chief for conferences, meetings, appointments and telephone calls.
• Composes a variety of materials, including letters, memos, confidential reports and correspondence with responsibility for format, arrangement of attachments, correct spelling and grammar.
• Manages calendar of Division Chief; schedules appointments and takes meeting minutes as needed.
• Coordinates on-site visits and interviews for faculty and division staff.
• Supports Clinical Manager with onboarding new faculty and staff.
• Assists with faculty appointments, tenure and promotion tracking, including organization of letters, packets, and letters of recommendation.
• Provides additional administrative support for division including quarterly meetings, any catering needs, faculty travel reimbursement, supplies management and ordering, and other needs as they arise.
• Assists with faculty call schedule.
• Manages division files to ensure documents remain updated and organized.
• Provides administrative assistance with two small grants.
• Ensures paperwork remains stocked and organized in clinic space.
• Other administrative 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.

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:

Communication, Computer Literacy, Critical Thinking, Financial Applications, Microsoft Excel, Microsoft Outlook, Microsoft PowerPoint, Microsoft Word, Office Equipment, Organizing, Payroll Systems, Supervision, Workday Software, Working Independently

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.

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.