Scheduled Hours40Position SummaryProvides administrative program support for department or program areas.Job DescriptionPrimary Duties & 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.Working Conditions:Job Location/Working ConditionsNormal office environmentPhysical EffortTypically setting at a desk or tableEquipmentOffice equipmentThe 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 QualificationsEducation:High school diploma or equivalent high school certification or combination of education and/or experience.Certifications:No specific certification is required for this position.Work Experience:Administration And Office Support (5 Years)Skills:Not ApplicableDriver’s License:A driver’s license is not required for this position.More About This JobRequired QualificationsHigh school diploma or equivalent high school certification and five years of experience in an office or administrative support position OR Bachelor’s degree and two years of experience in an office or administrative support position.Preferred QualificationsEducation:Bachelor’s degreeCertifications:No additional certification beyond what is stated in the Required Qualifications section.Work Experience:No additional work experience beyond what is stated in the Required Qualifications section.Skills:Administrative Support Work, Computer Applications, Interact with All Levels of Management, Interpersonal Communication, Microsoft Office, Office Organization, Office Procedures, Teamwork, Working IndependentlyGradeG09-HSalary Range$23.37 – $36.19 / 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.QuestionsFor frequently asked questions about the application process, please refer to ourExternal Applicant FAQ.AccommodationIf you are unable to use our online application system and would like an accommodation, please email[email protected]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 ScreeningAll 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 orlicensure/certificationverification, physical examination, certain vaccinations and/or governmental registry checks. All offers are contingent upon successful completion of required screening.Benefits StatementPersonalUp 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%.WellnessWellness challenges, annual health screenings, mental health resources, mindfulness programs and courses, employee assistance program (EAP), financial resources, access to dietitians, and more!FamilyWe 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/AA StatementWashington 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 University’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 StatementWashington University is dedicated to building a diverse community of individuals who are committed to contributing to an inclusive environment – 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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