Washington University is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity or expression, national origin, genetic information, disability, or protected veteran status.
Plan and coordinate day-to-day administrative, operational, and fiscal activities for the Program in Physical Therapy to include coordination of purchasing, various events, and facility issues.
PRIMARY DUTIES AND RESPONSIBILITIES:
PURCHASING/ACCOUNTING FUNCTIONS 40%
Responsible for purchasing, receiving, and distribution of goods/services utilizing the Washington University Administrative Information System/Marketplace and online/in-store purchases with the Washington University procurement card. Consult with Program personnel on orders/purchases to be placed and meet their needs in providing requested information and/or with resolving problems. Receive and secure quotes/bids. Oversee inventory and its control. Maintain established departmental and University policies and procedures, objectives, quality assurance, and safety standards. Ensure adequate record retention and account structure, follow-up on orders, monitor open encumbrances, maintain asset records, create Blanket PO’s and process change orders as needed. Assist with departmental budgets and create reports of expenditures. Requires reliable transportation, to be used for running errands in coordination with job responsibilities. Liaison to Purchasing Services and Vendors. Attend Accounts Payable User Group Meetings.
EVENT COORDINATION 40%
Work with various faculty, staff, students, departments, and external organizations to coordinate or assist in coordination of Program events. Primary coordinator for the following events: MSI courses, Research Seminars, and Holiday Party/Years of Service. Assist with coordination of the Sahrmann Lectureship, SJR Symposium, DPT Orientation/Picnic, Graduation, DPT Preview/Open House, Fellowship Courses, PhD Defenses, Run for Research, Continuing Education Courses, and any other breakfasts/lunches/awards and events/courses hosted by the Program.
Work with Marketing/Recruitment Manager to determine target market, advertising plan, and content of course to ensure information is updated to the Program website. Produce handouts/packets, prepare nametags, CEU certificates/sign in sheets, signage, receipts, reserve classrooms and/or outside facilities, coordinate staff/students to work events, arrange tables and seating, order food, coordinate any needs specific to security, transportation, and facilities. Process registrant information, send confirmation letters/information to attendees, collect payments, and request refunds. Collect speaker CV for any course with Continuing Education Credits (CEU). Distribute, collect, and compile course evaluations. Create, distribute, and retain CEU certificates for participants of Program in Physical Therapy hosted courses.
FACILITY COORDINATION/MAINTENANCE 15%
Responsible for overall maintenance of the Program’s facility. Report and follow-up on facility issues to ensure office, classroom, clinical practice, research labs, and Program utilized space are clean and operating appropriately. Coordinate moving of offices and labs, as directed. Have general knowledge of the Program’s equipment and furniture and assist with organization of storage space. Provide assistance with renovations and space issues. Oversee classroom and space needs for the Program. Primary contact for outside space needs and provide back-up assistance for the curriculum and on-site room scheduling system. Maintain off-site storage records and inventory. Manage Program’s lock system in coordination with Protective Services. Serve as liaison to Building and Custodial Services to include regular meetings/walk-thru of space to ensure our custodial needs are met. Coordinate bi-annual (or as needed) cleaning of all Program space.
Supervise and coordinate activities for students handling practical and lab set-up, facilities, and event work. Orient all students to their role(s) and provide clear job duties and expectations. Responsible for ensuring students set up for practicals (to include room set-up/breakdown and allocation of appropriate supplies and equipment, based on the requests/diagrams submitted by the Course Coordinator or Faculty member). Ensure facilities students are performing daily tasks for upkeep of Program space. Student tasks, for events, include set-up/breakdown, monitoring inventory of food and beverages, attending to guests as needed, and other miscellaneous duties as assigned.
GENERAL PROGRAM FUNCTIONS 5%
Maintain Events and Continuing Education courses on the Program’s Calendar of Events and Dean’s Common Calendar.
Orient new employees to purchasing, parking, events, and Program space.
Member of Washington University Sustainability Action Team (SAT).
Provide back-up to all functions of the Accounts Payable Assistant. Also provide back-up support to Secretary/Receptionist with front desk coverage, phone coverage, mail and errands during vacations/illnesses/times of high volume.
Perform miscellaneous job-related duties as assigned.
Bachelors degree in a business related field is preferred. Knowledge of finance and budget management is a plus.
Experience in a medical, research or educational environment preferred
Experience with Washington University accounting systems is preferred.
Individual must be highly organized and possess exceptional time management skills. These skills are essential in order to have the ability to prioritize this multifaceted workload and handle a variety of responsibilities in a calm and flexible manner.
Excellent interpersonal and customer service skills with the ability to interact professionally and courteously, in a team environment, with faculty, staff, students, guests, and external customers.
Excellent computer and typing skills. Proficiency with Word, Excel, and e-mail. Knowledge/experience with University accounting systems (FIS/AIS/FOCUS/RAPS) is preferred.
Individual must be detail-oriented, accurate, and thorough and have the ability to work independently and within a team, multi-task, and follow through on assignments in a timely manner.
Demonstrated ability to coordinate and organize meetings and/or special events.
Individual must possess excellent written and oral communication skills, proofreading skills, and the ability to maintain confidentiality.
High school diploma required;
2 to 4 years of related experience preferably with grants, marketing, accounting and/or budget management responsibilities;
This position is full-time and works approximately 40 hours per week.� Position hours are generally Monday through Friday from 8:00am to 5:00pm, with an hour for lunch.� Position requires weekend and/or evening work related to Program events/courses/facilities.
Administrative/academic office environment with multiple calls, tasks, inquiries, and deadlines.� Program consists of 36 faculty, 38 staff, and approximately 260 graduate students/PhD students/Postdoc(s)/Fellow(s)/Resident(s).
Interaction with faculty/professionals/students/visitors in the physical therapy academic communities.
Applicant Special Instructions:
Frequent lifting (25 lbs. or more).� Requires moving boxes, tables, chairs, etc.; with bending, crouching, and stooping.� Typically sitting at a desk, however, errands, facility requests, and event work require walking and/or standing for long periods of time.
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.
Department Name/Job Location:
This position is in the Department of Program in Physical Therapy. This position is for the Medical School Campus.
Internal Applicant Instruction:
This position is grade G08.
Please attach a copy of your most current signed performance evaluation (completed within the last 18 months) to your online account. If you have not received a performance evaluation, you may provide two current signed letters of recommendation (written within the last 18 months), preferably to include one letter from either a current or recent former supervisor. To attach these documents, go to: My Career Tools, Add Attachment, Attachment Type – Performance Reviews or Letters of Recommendation.
The hiring range for this position is $18.44 - $23.52 per hour.
Washington University in St. Louis, a medium-sized, independent university, is dedicated to challenging its faculty and students alike to seek new knowledge and greater understanding of an ever-changing, multicultural world. The University offers more than 90 programs and almost 1,500 courses leading to bachelor's, master's and doctoral degrees in a broad spectrum of traditional and interdisciplin...ary fields, with additional opportunities for minor concentrations and individualized programs. The faculty is composed of scholars, scientists, artists and members of the learned professions. They serve society by teaching; by adding to the store of human art, creativity, understanding, and wisdom; and by providing direct services, such as health care.