Assistant to Chief (DOM) - Endocrinology

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

Benefits offered by this job

Up to 22 days vacation

Competitive health insurance

Metro U-Pass transit

Retirement Savings Plan (403b)

Job summary

Washington University in St. Louis is seeking an Administrative Assistant to support the Division Chief by managing calendars, coordinating meetings, arranging travel (including visas), and assisting with faculty recruitment and grant submissions.

The role involves preparing correspondence, memos, and meeting minutes, and handling division expense payments in line with guidelines. Ideal candidates bring strong organizational and communication skills, robust experience in an office setting, and

Qualifications

• High school diploma or equivalent high school certification or combination of education and/or experience.
• Administrative office experience: 5 years.

Responsibilities

• Plans, prepares, arranges travel, travel schedules (including visas), and agendas for Chief.
• Anticipates and prepares meeting agendas and memos for internal and external communications. Carries out logistics for meetings and committees, including scheduling, arranging location, and other meeting details. Takes organizes, writes, and distributes minutes of the meetings.
• Manages faculty recruitment visits and interviews including travel, visit, agenda, and meetings.
• Assist with grant reviews, meeting/report preparation, and power point presentation preparation, ensuring compliance and standard internal and external guidelines.
• Coordinates payments for division expenses including departmental social, equipment, travel, and purchase orders, ensuring expenses adhere to departmental, university and/or external grant guidelines.
• Collects, integrates, and summarizes responses to information requests. Identifies and follows up on action items. Assists with appointment packets.

Job description

Position Summary

Primary point of contact for the Division Chief, manages administrative tasks, including the Chief’s calendar, coordinating meetings, arranging travel, coordinating faculty recruitment and guest lecturer visits, preparing correspondence, and assisting with grant submissions.

Location

ST. LOUIS, MO 63110

Scheduled Hours

40

Job Description

Primary Duties & Responsibilities

• Plans, prepares, arranges travel, travel schedules (including visas), and agendas for Chief.
• Anticipates and prepares meeting agendas and memos for internal and external communications. Carries out logistics for meetings and committees, including scheduling, arranging location, and other meeting details. Takes organizes, writes, and distributes minutes of the meetings.
• Manages faculty recruitment visits and interviews including travel, visit, agenda, and meetings.
• Assist with grant reviews, meeting/report preparation, and power point presentation preparation, ensuring compliance and standard internal and external guidelines.
• Coordinates payments for division expenses including departmental social, equipment, travel, and purchase orders, ensuring expenses adhere to departmental, university and/or external grant guidelines.
• Collects, integrates, and summarizes responses to information requests. Identifies and follows up on action items. Assists with appointment packets.

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.

Education

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

Administrative Office (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.

Education

Preferred Qualifications

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

Interpersonal Communication, Microsoft Excel, Microsoft Outlook, Microsoft PowerPoint, Microsoft Word, Oral Communications, Organizational Savvy, Written Communication

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 [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.