Career Center

Scheduled Hours

37.5

Position Summary

This role serves as the primary administrator for the academic units in this support area, working both with the faculty and students in the unit as well as with constituents across the university, with the end goal of providing support to enable teaching and research endeavors to flourish.

Job Description

This position requires the ability to travel to on and off-campus locations, as needed.

Primary Duties and Responsibilities

Support Department Leadership:

• Schedule meetings.
• Coordinate facilities.
• Receive questions and inquiries.
• Assist with the calendar.
• Assemble tenure and promotion dossiers, faculty, and postdoc searches.

Event and Program Planning:

• Plan and administer all aspects of special events (seminars, conferences, receptions and ceremonies, guest lectures, etc.), including itineraries, reimbursements, travel arrangements and transportation, accommodations, communications, food service, etc.

Faculty Support:

• Provide support for faculty regarding scheduling, and administrative office support.
• Arrange and support faculty meetings.

Web/Communication:

• Maintain content websites.
• Coordinate newsletters, brochures, and other publications.
• Maintain information in course catalogs and school informational resources (e.g. Bulletin).
• Work with other academic departments and programs to share information and coordinate activities.

Facilities:

• Liaison to Facilities, Computing, and Housekeeping.

General Office Support:

• Provide clerical support, including preparing general correspondence, receiving visitors, telephone calls, and email requests, schedule common spaces.
• Maintain department files and records.
• Order office supplies.
• Maintain required inventories.

Curriculum/Student Support:

• Implement semester course offerings.
• Maintain course listing data in SIS/WUCRSL.
• Assist faculty with special classroom requests and needs (e.g. A/V) and grade submission, and ensure book orders.
• Maintain student records in coordination with the registrar and college deanâ™s office.
• Undergraduate: provide guidance and support for undergraduate majors and minors; assist with course requirements; and provide support to the director of undergraduate studies.
• Graduate: assist with student application and admission process, including application processing, applicant visits and reviews, matriculation, and enrollment; coordinate status as fellow, MTE, or MRE with the Graduate School offices; and provide support to the director of graduate studies.

Perform other duties as assigned.

Preferred Qualifications

• Associate degree, or equivalent, plus three years of relevant administrative experience.
• Experience in higher education administration.
• Excellent time management and organizational skills.
• Ability to prioritize and multi-task.
• Ability to work accurately with numbers.
• Excellent oral and written communications skills.
• Strong computer skills.
• Facility in social media and basic web design.
• Event planning skills.
• Ability to work independently.
• Punctuality, dependability, and responsiveness.
• Ability to understand and interest in the complexities of the academic setting and the degree programs.
• Discretion and confidentiality.

Required Qualifications

High school diploma or equivalent high school certification and two years of administrative office experience.

Grade

G07-H

Salary Range

$18.36 - $28.47 / 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.

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

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.

EEO/AA Statement

Washington University in St. Louis is committed to the principles and practices of equal employment opportunity and especially encourages applications by those from underrepresented groups. It is the Universityâ™s policy to provide equal opportunity and access to persons in all job titles without regard to race, ethnicity, color, national origin, age, religion, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or genetic information.

Diversity Statement

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.

Applicant Instructions

When you are ready to apply, creating an account only takes a minute. Your account creates a candidate home page which we will use to communicate with you and allows you to apply for jobs and view your application statuses. The first page of the application offers two âœQuick Apply❠options. Quick Apply allows you to either use a previous application or create a new application using a resume to populate the work experience and education sections of your job application. If using a resume to populate your application, check to ensure the application fields populated accurately. You may skip the âœQuick Apply❠page by clicking âœNext❠at the bottom of the page. Documents may be uploaded in the My Experience section of the application. You also have the option to apply with a Linkedin feature, which allows you to apply by using your Linkedin profile to populate some of the job application fields.