Administrative Coordinator - Relationship & Sexual Violence Prevention Center

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

Benefits offered by this job

Vacation and holidays

Health insurance

Metro U-Pass transit benefit

Tuition assistance

Job summary

Washington University in St. Louis’s Division of Student Success seeks an Administrative Coordinator to provide essential, confidential operations support for the RSVP Center.

The role manages calendars, meetings, travel, expenses, and special projects while maintaining budget oversight and data management across programs. The position requires tact, independent judgment, flexibility and strong organizational skills, with front desk coverage and support for students.

Qualifications

• High school diploma or equivalent high school certification or combination of education and/or experience.
• Bachelor's degree preferred per More About This Job.
• 3 years of progressively responsible administrative operations experience.

Responsibilities

• Provide administrative support to the director and assistant director; manage calendars, meetings, reimbursements and travel.
• Oversee office maintenance schedules and emergency warning protocols.
• Maintain program calendars, notices, and Clery report information.
• Draft annual reports; develop forms, presentations and website content; manage confidential databases.
• Monitor budget and expenses; coordinate purchase orders and supply purchases.
• Provide logistical support for presentations, trainings, and events; onboard new hires and practicum students.

Skills

Computer Literacy

Critical Thinking

Emotional Intelligence

Financial Applications

Microsoft Excel

Microsoft Outlook

Microsoft PowerPoint

Microsoft Word

Office Equipment

Oral Communications

Problem Solving

Workday Software

Written Communication

Education

Bachelor's degree

High school diploma or equivalent

Tools

No specific tools mentioned

Job description

Location

ST. LOUIS, MO 63130

Scheduled Hours

37.5

Position Summary

WashU's Division of Student Success seeks an administrative professional for the position of Administrative Coordinator. The Division of Student Success advances the educational mission of the university through resources and experiences outside the classroom that prepare our students for lifelong success. This position provides essential, confidential operations support for the Relationship and Sexual Violence Prevention (RSVP) Center. The department coordinator manages administrative workflow to assure effectiveness of operations, communications, meetings, and events. This position requires tact, independent judgment, flexibility, organization, and strict confidentiality.

Job Description

Primary Duties & Responsibilities

• Provide administrative support to the director, and, as needed, to the assistant director. Maintain director’s calendars, schedule and support meetings, lectures, conferences, symposiums and seminars, manage reimbursements. Coordinate travel arrangements, itineraries, and expense reports.
• Oversee office maintenance schedules. Develop, schedule and execute emergency warning protocols and testing.
• Maintain and update program calendars, regular meeting notices, and clery report information.
• Assist with drafting the annual report, including compiling, organizing and entering data; Develop forms, reports, presentations, displays, written materials and website content to disseminate program results that promote the office. Develop and manage confidential databases. Coordinate and manage special projects, their activities, and tracking of project status.
• Monitor budget and expenses, review an overall quarterly summary of budget status with the RSVP director and advise on overall financial status of funds. Coordinate purchase order requests and work order requests. Maintain office supply inventory and coordinate purchase of supplies as needed.
• Provide logistical support and preparation for presentations, trainings, workshops and special events that occur on and off campus (i.e. arrange location, order food, assemble materials, advanced mailings, etc.). Assist with various events within the office. Assign and oversee administrative projects given to work-study students. Manage onboarding materials for all new hires and practicum students each semester.
• Provide front desk coverage and triage for walk-in students in need of immediate support.
• Perform 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.

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

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

More About This Job

• Bachelors degree.
• 3 years of progressively responsible administrative operations experience.
• Certifications from an Administrative Assistant program.
• Experience working with people in crisis, sensitive issues, and diverse populations.
• Prior experience working in an environment requiring a high level of confidentiality.
• Exceptional oral, written and interpersonal communication skills to deal effectively with a broad and diverse range of people .
• Skills in using sensitivity, emotional intelligence, and tact when dealing with individuals who may be in stressful or difficult situations.
• High degree of personal organization.
• Strong critical thinking, problem solving and attentiveness to detail required.

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, Critical Thinking, Emotional Intelligence, Financial Applications, Microsoft Excel, Microsoft Outlook, Microsoft PowerPoint, Microsoft Word, Office Equipment, Oral Communications, Problem Solving, Workday Software, Written Communication

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.