Administrative Assistant to the Vice Dean for Graduate Studies - Arts and Sciences, Graduate Studies

Scheduled Hours37.5

Position SummaryThe Office of Graduate Studies (OGS) seeks a self-motivated, highly organized, and detail-oriented Administrative Assistant to provide high-level administrative support to the Vice Dean of Graduate Education. The ideal candidate will demonstrate strong communication skills and the ability to manage multiple priorities in a fast-paced academic environment.
The Administrative Assistant supports the Vice Dean of Graduate Education and OGS by scheduling meetings, preparing documents and presentations, creating meeting agendas and materials, coordinating travel, documenting meeting and conference outcomes, and performing other administrative duties as required. Additionally, this position provides front-desk support in the office and assists with general OGS event coordination, ensuring efficient daily operations and a friendly environment.

Job Description

• Provides administrative assistance to the Vice Dean of Graduate Education. Performs all job functions such as scheduling meetings; composing a variety of materials, including confidential reports and correspondence; managing files; taking phone messages/emails and handling those deemed appropriate; and researching topics as needed.  
• Coordinates events and programming on either university cycles or upon manager’s request; prepares agendas, travel plans, documents, and transcripts related to meetings and/or conferences; writes summaries and reports.  
• Creates and assists in preparing contracts, presentations, financial worksheets, reports, and legal documents using Microsoft Suite programs and related software.
• Provides front-desk support in the office.
• Assists with special ongoing tasks at the supervisor's request or as they arise.       
• Perform other duties as assigned. 
  

Working Conditions:

Job Location / Working Conditions      

• Normal office environment

Physical Effort

• Typically sitting at desk or table
• Repetitive wrist, hand or finger movement
• Ability to move to 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:

Administrative Office (5 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 or combination of education and/or experience may substitute for minimum education.

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:

Confidentiality, Decision Making, Detail-Oriented, Meeting Deadlines, Organizing, Prioritization, Problem Solving, Time Management, Verbal Communications, Written Communication

GradeG09-H

Salary Range$23.37 - $36.19 / 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.