Administrative Programs & Projects Coordinator

Washington University in St. Louis; St. Louis (MO); On-site; USD 32,000 - 50,000; Full time

Benefits offered by this job

Vacation and holidays

Transit benefits

Tuition benefits

Health insurance

Job summary

Washington University in St. Louis is seeking an Administrative Program Support professional to provide essential departmental services in Saint Louis, MO.

This role involves coordinating complex projects, maintaining confidential records, and drafting communications while supporting research and academic activities. The position requires a high school diploma (Bachelor’s degree preferred) and about 5 years of admin experience.

Qualifications

• High school diploma or equivalent.
• Bachelor's degree preferred.
• 5 years of admin/office support experience.
• Experience handling confidential information.

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 ...; 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.

Skills

Administrative Support

Computer Applications

Interact with All Levels of Management

Interpersonal Communication

Microsoft Office

Office Organization

Office Procedures

Teamwork

Working Independently

Education

Bachelor's degree

High school diploma or equivalent

Job description

Washington University in St. Louis is seeking an Administrative Program Support professional to provide essential departmental services in Saint Louis, MO.

This role involves coordinating complex projects, maintaining confidential records, and drafting communications while supporting research and academic activities. The position requires a high school diploma (Bachelor’s degree preferred) and about 5 years of admin experience.