Provide administrative support to the Executive Director, Professional Education staff and Program Directors. These duties include managing schedules, spaces, office events, and providing administrative services with self-starting initiative and minimum supervision.Â
This position requires fluctuating two days per week from 9:30 a.m. to 6 p.m. with a one-hour lunch break.Â The remaining three-day options are 8 a.m. to 4:30 p.m. or 8:30 a.m. to 5 p.m.
Duties may require errands off-campus, so transportation or access to transportation is essential.
Primary Duties and Responsibilities
Order and/or prepare academic material requirements for Program Directors and adjunct faculty for course needs.Â Assist in managing Program Director calendars. Coordinate meetings, communications and exam proctoring for Program Directors and adjunct faculty.
Provide administrative support for Executive Director including managing calendar, meeting coordination using Doodle polls or similar tool, meeting preparation, handling correspondence, preparing materials for meetings and working on special projects.
Respond to needs of students and visitors in a timely and independent manner.Â Answer phones, routine calls, and take messages. Distribute mail and prepare outgoing mail.Â Order office, kitchen, and coffee supplies, tracking inventory needs and ensuring needs are met with a fiscally responsible mindset. Contact appropriate parties to address issues related to IT, phone, office equipment support, service calls, etc. and work issues through to resolution.
Manage all office events and meetings, including coordinating space, cleaning services, and catering/food needs. Track all necessary items/needs to ensure meetings and events are held to standard.
Provide administrative support to approximately five department staff. This may include serving as a back-up while staff are out of the office, building reports in Microsoft Word or Excel, coordinating meetings, responding to inquiries and other duties as requested. Implement routine Professional Education web site updates.
Manage classroom scheduling and availability for Professional Education managed classrooms conference room, and adjunct office. Assist Assistant Director of Academic and Student Affairs with special classroom assignments (i.e., non-pooled classroom requests).
Manage the Washington University/Saint Louis University COLLAB at Cortex. This will include the management of scheduling classes/events, coordinating with Saint Louis University to maintain and respect the contractual agreements in regards to space usage, ordering, maintaining, tracking office supplies inventory, cleaning, and serving as the Universityâ™s primary point of contact for this space.Â
This position involves the ability to lift/move at least 25 lbs.
Administrative or operational support experience in an academic environment.
High school diploma or equivalent high school certification and a minimum of three years of administrative office experience.Â
Proficient in Microsoft Office products (Outlook, Word, Excel and PowerPoint).
$17.83 - $27.64 / HourlyThe 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.
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.
Washington University in St. Louis is committed to providing a comprehensive and competitive benefits package to our employees. Benefits eligibility is subject to employment status, full-time equivalent (FTE) workload, and weekly standard hours. Please visit our website at https://hr.wustl.edu/benefits/ to view a summary of benefits.
Washington University is an equal opportunity and affirmative action employer. All qualified applicants will receive consideration without regard to an individualâ™s sex, race, color, religion, age, disability status, protected veteran status, national or ethnic origin, gender identity or expression, sexual orientation. Women, minorities, protected veterans and the disabled are strongly encouraged to apply.
Washington University is dedicated to building a diverse community of individuals who are committed to contributing to an inclusive environment â“ fostering respect for all and welcoming individuals from diverse backgrounds, experiences and perspectives. Individuals with a commitment to these values are encouraged to apply.
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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 interdisciplinary 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.