Program Coordinator II – Midwest Climate Collaborative

Washington University in St. Louis; United States; On-site; USD 32,000 - 50,000; Full time

Benefits offered by this job

Vacation & Sick Time

Health Insurance

Transit Pass

Retirement Plan (403(b))

Job summary

Washington University in St. Louis seeks an Administrative Assistant to provide financial and administrative support to the Midwest Climate Collaborative. The role handles expense reports, invoices, payroll data, and budget tracking, helping ensure grant projects run smoothly.

You will coordinate meetings, travel logistics, and on-site/off-site events, manage calendars, prepare materials, and maintain records, working closely with staff and partners in a collaborative environment.

Qualifications

• Education: High school diploma or equivalent high school certification or combination of education and/or experience.
• Certifications: No specific certification/professional license is required for this position.
• Work Experience: Relevant Experience (5 Years)
• Skills: Not Applicable
• Driver’s License: A driver’s license is not required for this position.

Responsibilities

• Enterstransactions infinancialsystem. Processes expense reports, invoices, reimbursements, and other payments for the MCC.
• Tracks and monitors expenses for the MCC. Assistsin budget planning for projects and grants; may approve transactions; and run/review reports.
• Provides logistical support and preparation for presentations, training, interviews, workshopsandspecial events that occur on- and off-campus, including annual Summit (i.e. manages registration, arranges location, orders food, assembles materials, schedules speakers, prepares sign-in sheets and name badges, arranges parking, etc.).
• Schedules appointments and meetings with internal and external participants, handles complex travel arrangements and meeting details.
• Provides administrative support to assigned staff. Manages the organization and retention of electronic documents, sets up virtual meetings, takesnotes duringfacilitatedmeetings.
• Maintains/updatescontact information, directories, departmental lists, emaillistsand databases.

Skills

Detail-Oriented

Interpersonal Communication

Multicultural Environments

Oral Communications

Organizing

Written Communication

Education

Bachelor’s degree

Job description

Location

ST. LOUIS, MO 63130

Scheduled Hours

37.5

Position Summary

Provides financial and administrative support to the Midwest Climate Collaborative, a multi-state and multi-sector network hosted by the Center for the Environment at WashU.

Job Description

Primary Duties & Responsibilities:

• Enterstransactions infinancialsystem. Processes expense reports, invoices, reimbursements, and other payments for the MCC. Tracks and monitors expenses for the MCC.Assistsin budget planning for projects and grants; may approve transactions; and run/review reports.Enterspersonnel/payroll information inHRsystem.
• Provides logistical support and preparation for presentations, training, interviews,workshopsandspecial eventsthat occur on- and off- campus, including annual Summit (i.e. manages registration,arranges location, orders food, assembles materials, schedules speakers, prepares sign-in sheets and name badges, arranges parking, etc.). Serves aspointof contact for scheduling classrooms and lecture halls.
• Schedules appointments andmeetings with internal and external participants, handles complex travel arrangements and meeting details (i.e. setting up virtual calls, booking lodging, car, train, and plane travel to multiple cities). Schedules andmaintainsdaily appointment calendars, coordinates meeting details and confirmations. Prepares travel expense reimbursement according to guidelines.
• Provides administrative support to assigned staff. Manages the organization and retention of electronic documents, sets up virtual meetings, takesnotes duringfacilitatedmeetings.
• Maintains/updatescontact information, directories, departmental lists, emaillistsand databases. Maybe responsible forupdating/maintainingroutine web pages and social networking sites.
• Coordinatespurchaseorder requests and work order requests.Maintains office supply inventory and coordinates purchase of supplies as needed.
• Assist in preparing contract budgets, grant applications, proposals, statusreportsand financial statements.
• 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:

Relevant Experience (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:

No additional work experience unless stated elsewhere in the job posting.

Skills:

Detail-Oriented, Interpersonal Communication, Multicultural Environments, Oral Communications, Organizing, 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.