Administrative Assistant III - Chancellor's Office

LocationST. LOUIS, MO 63130 Scheduled Hours37.5

Position SummaryThe Administrative Assistant provides essential administrative and reception support to a shared suite of leaders within the Office of the Chancellor. As a valued member of the broader administrative support team, this role is responsible for ensuring efficient office logistics and operations, while warmly welcoming and assisting all visitors and guests. The ideal candidate is a proactive and positive team player, capable of managing multiple priorities and performing daily tasks effectively, enabling leaders to focus on their responsibilities and ensuring the office functions seamlessly.

Job Description

• Serves as a central point of contact on behalf of executives. Answers the central phone line/email, taking messages, directing calls and handling correspondence as deemed appropriate. Keeps a thorough record of incoming calls, inquiries and messages to correspond with executives. Must be professional, positive and respectful while handling inquiries and corresponding with stakeholders. Receives, sorts and distributes mail.
• Responsible for managing access to secure suite, including buzzing guests using camera monitors. 
• Maintains confidentiality and discretion when handling sensitive visitor information, executive schedules, phone calls, and office activity.
• Coordinates front-desk coverage during breaks, meetings, absences, or periods of high visitor volume to ensure consistent reception support.
• Manages the reception area of the suite and assists in keeping the area welcoming and pristine. This position is responsible for ordering supplies, keeping the suite well stocked, and coordinating repairs and maintenance requests with facilities and outside vendors.
• Coordinates engagement activities, communication, and catering for the Chancellor’s Office team and suite. This position is responsible for running errands on behalf of the suite. This includes catering pick-ups, occasional store runs, and trips to other buildings on campus.
• Initiates purchase orders (PO’s) and check requests, reviews and approves documents in Workday including ProCard expenses in a timely manner.
• Works on a collaborative team, handling office priorities as needed in partnership with administrative assistants/personnel. Duties also include providing coverage for other administrative personnel in the suite as needed.
• Assists with set-up of executive meetings. This may include A/V assistance, printing of documents, catering, etc.
• Manages reservations for four premiere conference rooms and drop in office space.
• Provides support as directed for executive recruiting in the Chancellor’s Office.
• Performs other duties as assigned
• Performs all duties in person on premises.

Working Conditions:
Job Location/Working Conditions

• Normal office environment
• Ability to travel to various on and off-campus locations

Physical Effort

• Typically working at desk or table
• Repetitive wrist, hand or finger movement
• Occasional lifting (25 lbs or less)

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 (3 Years)

Skills:

Not Applicable

Driver's License:

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

More About This Job

Preferred Qualifications

• Bachelor’s degree.
• Five years of administrative support experience in a higher education/executive setting.
• Demonstrated proficiency with computer applications and programs including Word, Outlook, Excel, PowerPoint and Access.
• Excellent organizational and interpersonal communication skills to deal effectively with a broad range of people, including executives, dignitaries, and special guests to the university.
• In-depth knowledge of office procedures.
• Ability to work as part of a team or independently.
• Strong critical thinking, problem solving and attentiveness to detail.
• Professional, diplomatic phone skills.

Preferred Qualifications

Education:

No additional education unless stated elsewhere in the job posting.

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:

Adaptability, Computer Literacy, Confidentiality, Financial Systems, Human Resources (HR) Software Systems, Independent Decision-Making, Interpersonal Communication, Learning Quickly, Microsoft Excel, Microsoft PowerPoint, Microsoft Word, Online Meeting Software, Organizing, Problem Solving, Professional Etiquette, Sound Judgment, Stress Management, Student Information Systems, Teamwork, Working Independently, Workload Prioritization

GradeG08-H

Salary Range$21.17 - $32.85 / 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.