Administrative Assistant - Administration - OFMD

Scheduled Hours40

Position SummaryPosition provides administrative support and day-to-day office operations for the Vice Chancellor of Enterprise Physical Operations, Infrastructure, Capital Programs, and Real Estate. This role ensures consistent, integral, and accurate coordination of office processes, providing superior support to the Vice Chancellor and the administrative team.
Provides office, document preparation, budget/financial, and administrative support for an individual, department, office, or designated staff group.

Job Description

• Encompasses approximately 75% scheduling/calendar management and 25% operations.

• Manages schedule coordination of diverse and complex appointments, meetings, and travel arrangements for the Vice Chancellor. Works collaboratively and effectively with C-suite campus partners. Schedules and maintains daily appointments, coordinate meeting details, and confirmations.

• Assists with logistical support and preparation for meetings, including presentations, agendas, meeting minutes, arranging locations and meeting room reservations, catering, parking arrangements, materials, and communications.

• Maintains accurate and efficient filing of documents, prioritizing the Vice Chancellor’s files. Ensures all confidential administrative and correspondence files are maintained and available as needed.

• Types and composes a variety of documents, creates mail merges, and manages electronic and hard-copy files.

• Assists with maintaining and updating pertinent contact information, directories, departmental lists, email lists, and databases.

• Receives, sorts, and distributes mail.

• Maintains office supply inventory, coordinating purchases as needed, and managing purchase order and work order requests applicable to office operations.

• Answers the phone and screens calls, providing information in accordance with organization policy. Greets and directs visitors, ensuring office confidentiality is always maintained.

• Responds to inquiries within the scope of responsibility using discretion and independent judgment to solve problems and resolve issues. Provides information and answers both internal and external inquiries about assigned processes and projects.

• Assists with proofreading and editing various communications, presentations, reports, departmental information, program literature, and mailings; coordinates the printing, publishing, and distribution process as applicable

     

• Prepares expense reports and reimbursement requests in accordance with guidelines.

• Provides support with scheduling conference rooms for the administrative team.

• Performs other duties as assigned.

Working Conditions:
Job Location/Working Conditions

• Normal office environment.

Physical Effort

• Typically working at desk or table.

• Repetitive wrist, hand or finger movement.

• Occasional lifting (25 lbs. or less).

• Ability to travel to various on- and off-campus locations.

Equipment

• Office equipment.

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.

Required Qualifications

Education:

High school diploma or equivalent high school certification or combination of education and/or experience.

Certifications/Professional Licenses:

No specific certification/professional license is required for this position.

Work Experience:

Relevant Experience (2 Years)

Skills:

Not Applicable

Driver's License:

A driver's license is not required for this position.

More About This JobWashU seeks highly motivated individuals who are able to perform duties in a manner consistent with our core mission and guiding principles.

Preferred Qualifications

Education:

Bachelor's degree

Certifications/Professional Licenses:

No additional certification/professional licenses unless stated elsewhere in the job posting.

Work Experience:

No additional work experience unless stated elsewhere in the job posting.

Skills:

Business Acumen, Computer Literacy, Critical Thinking, Customer Service, Interpersonal Communication, Microsoft Access, Microsoft Excel, Microsoft Office, Microsoft Outlook, Microsoft PowerPoint, Microsoft Teams, Microsoft Word, Office Procedures, Oral Communications, Organizational Commitment, Professional Integrity, Sound Judgment, Strive for Excellence, Teamwork, Working Independently, Written Communication, Zoom Video

GradeG07-H

Salary Range$19.29 - $29.91 / 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.

Questions

For frequently asked questions about the application process, please refer to our External Applicant FAQ.

Accommodation

If 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 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

Personal

• Up 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%.

Wellness

• Wellness challenges, annual health screenings, mental health resources, mindfulness programs and courses, employee assistance program (EAP), financial resources, access to dietitians, and more!

Family

• We 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 StatementWashington University in St. Louis is committed to the principles and practices of equal employment opportunity. 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, citizenship (where prohibited by federal law), age, religion, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or genetic information.