Administrative Coordinator III - Hematology

Washington University in St. Louis

United States

On-site

USD 49,000 - 75,000

Full time

4 days ago

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Benefits offered by this job

Health insurance

Metro U-Pass

Tuition assistance

Vacation and holidays

Job summary

Washington University in St. Louis seeks an administrative program support professional to assist a department with researchers, students and faculty. The role handles complex scheduling, budgets and confidential information.

Responsibilities include coordinating projects, communications, meetings, event planning, publications and procurement. A high level of organization, discretion and collaborative work across teams is essential.

Qualifications

Education: High school diploma or equivalent.
Bachelor's degree preferred; no specific certification required.
Administrative and office support experience (5 years) desired.

Responsibilities

Provide program/project support for research, administrative and/or academic activities.
Coordinate and oversee complex projects.
Manage departmental activities including personnel, payroll, purchasing.

Skills

Administrative Support

Interpersonal Communication

Microsoft Office

Office Organization

Office Procedures

Teamwork

Working Independently

Interact with All Levels of Management

Computer Applications

Education

High school diploma or equivalent

Bachelor's degree

Job description

Location

SAINT LOUIS, MO 63110

Scheduled Hours

Position Summary

Provides administrative program support for department or program areas.

Primary Duties & Responsibilities

Provide program/project support for research, administrative and/or academic activities.

Coordinate and provide oversight for complex projects.

Manage or coordinate departmental activities, e.g. personnel and payroll records, purchasing functions, etc.

Ensure inquiries are addressed and resolved.

Regularly handle confidential or sensitive information; draft and finalize letters, email messages and other communications.

Initiate, write, create and edit/review various communications such as newsletters, event schedules, marketing materials, departmental information, program literature and mailings; use desktop publishing software to lay out document; coordinate the printing, publishing and distribution process.

Plan and coordinate meetings and events, including all details associated with event; negotiate with vendors; oversee, troubleshoot and resolve special situations that arise during event.

Manage event budget.

Manage fiscal activities related to program; draft annual budget, track expenditures run and analyze reports; oversee accounts payable and purchasing duties for department; perform or oversee all online systems entry of documents or data involving accounts payable, purchasing, budgeting, etc.; approve financial documents such as check requests, journals, purchase orders, travel documents, etc.

May coordinate submission of research proposals/grants; compile, monitor, review and analyze grant spending.

Guide production, formatting and quality of all publications, presentations and related materials.

May schedule courses, classrooms and laboratories; serve as primary student/parent contact, answer general questions, provide solutions and referrals for questions and problems; serve as liaison to and assist faculty; coordinate faculty recruitment efforts, assist with tenure review process, faculty reviews, faculty records, etc.

Maintain student record files utilizing databases; respond to inquiries from students; maintain online grade records; may review student academic record, transcripts, review requirements, meet with prospective students and families, prepare admission documents and letters.

Provide administrative support, including complex calendar scheduling, appointments, travel and engagements.

Perform other duties as assigned.

Working Conditions

Job Location/Working Conditions: Normal office environment Physical Effort: Typically sitting at a desk or table 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: Administration And Office Support (5 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: Bachelor's degree

Certifications/Professional Licenses: No additional certification/professional licenses unless stated elsewhere in the job posting.

Work Experience: Relevant Experience (2 Years)

Skills: Administrative Support, Computer Applications, Interact with All Levels of Management, Interpersonal Communication, Microsoft Office, Office Organization, Office Procedures, Teamwork, Working Independently

Salary

Grade G09-H Salary Range $23.37 - $36.19 / 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 CandidateQuestions@wustl.edu 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.

Job Alert 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 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!

Company Culture

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 as 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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