Senior Administrative Coordinator for Programs & Events

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 transit U-Pass

403(b) Retirement Savings Plan

Job summary

Washington University in St. Louis in Saint Louis, MO invites applications for an Administrative Program Support role in the department. The position provides comprehensive administrative and project support for research, academic and operational activities.

The focus is on coordinating complex projects, managing records, budgets and communications, and serving as a liaison to faculty, staff and students. A high school diploma is required; a Bachelor’s degree is preferred, with at least 5 years

Qualifications

• High school diploma or equivalent high school certification or combination of education and/or experience.
• Administration And Office Support (5 Years)
• Bachelor’s degree preferred; relevant experience (2 Years)

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.

Skills

Administrative Support

Computer Applications

Interacts with all levels of mgmt

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 in Saint Louis, MO invites applications for an Administrative Program Support role in the department. The position provides comprehensive administrative and project support for research, academic and operational activities.

The focus is on coordinating complex projects, managing records, budgets and communications, and serving as a liaison to faculty, staff and students. A high school diploma is required; a Bachelor’s degree is preferred, with at least 5 years