Administrative Coordinator II - Pediatrics Academic Medicine

Washington University; Northern (KY); Hybrid; USD 29,000 - 45,000; Full time

Job summary

Washington University in St. Louis is seeking an administrative assistant to support the Division Chief of Academic Pediatrics and the Division of Academic Pediatrics. The role focuses on calendar management, document preparation, and coordination of faculty onboarding and grants.

Primary duties include preparing materials for meetings, drafting letters and reports, organizing files, and supporting scheduling and travel reimbursements in a busy university clinic environment.

Qualifications

• Education: High school diploma or equivalent.
• Three years of relevant work experience.
• No specific certification or professional license required.

Responsibilities

• Anticipates and prepares materials for the Division Chief for conferences and meetings.
• Manages calendar of Division Chief and takes meeting minutes as needed.
• Coordinates on-site visits and faculty interviews.
• Supports onboarding of new faculty and staff.
• Manages division files and paperwork for grants.

Skills

Communication

Microsoft Excel

Microsoft Word

Organizing

Office Equipment

Workday Software

Payroll Systems

Supervision

Working Independently

Education

High school diploma or equivalent

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.

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 & Salary

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, 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.

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