Washington University is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity or expression, national origin, genetic information, disability, or protected veteran status.
The Administrative Coordinator provides a broad range of duties, including managing special projects as well as providing high level administrative support to the Vice Dean of Research, Vice Dean of Education, Senior Associate Dean, Executive Assistant to the Dean, and Dean, and assisting internal and external constituents, and visitors to the Dean’s office.
PRIMARY DUTIES AND RESPONSIBILITIES:
Provides high-level, efficient support to the Vice Dean of Research, Vice Dean for Education, Senior Associate Dean, and Executive Assistant to the Dean, including maintaining complex schedules, preparing materials for meetings, coordinating travel arrangements.
Responds to student, staff, faculty, administrator, alumni and community requests (email, phone or in person) in a timely, polite manner using tact and discretion while exercising sound judgment in dealing with sensitive situations.
Serves as the primary contact for the Dean’s Office.� Answers, screens and directs calls; provides information in accordance with the Dean’s office policies.
Manages the Dean’s regular correspondence including preparing donor thank you letters for the Dean’s signature.
Manages the filing system for the Dean’s office including highly confidential faculty and donor files.
Completes special projects assigned by the Senior Associate Dean and the Executive Assistant to the Dean including coordinating and facilitating annual Faculty Activity Report submissions for the five departments, assisting with the solicitation and collection of tenure and promotion packages, National Council meeting coordination, and researching topics for meeting materials.
Provides backup/support to the Dean in the Executive Assistant’s absence.
Manages all requests for reserved spaces in McKelvey Engineering via the University’s space management system and communicates space reservation policies and coordinates access to spaces including managing the key distribution system.
Manages department invoices and tracking department expenses; ensures timely processing of invoices.
Responsible for monitoring, ordering, and replenishing all office supplies.
Reports electrical, plumbing, HVAC and other facilities issues and coordinates special cleaning services as needed.
Manages requests for reserved parking passes and acts as liaison to the Office of Parking and Transportation.
Responsible for maintenance of and staff training for the Dean’s office vehicle.
Responsible for all equipment in the office including printers, copiers, and kitchen equipment.
Ensure reception area is tidy and presentable.
Takes action proactively to avoid problems and ensure smooth running of the office as a whole by keeping up to date on all relevant changes in university policies, procedures and operations.
Coordinates events under the direction of the Operations and Event Manager including researching costs and requesting proposals for services from external vendors, carrying out delegated tasks to facilitate setting up and executing large-scale school-wide events and conferences.
Coordinates special events assigned by the Executive Assistant to the Dean and the Dean including Women Faculty and Department Chair lunch meetings.
Perform other duties as assigned.
High school degree and three years’ experience in administrative support.
Proficiency in Microsoft Word, Outlook, PowerPoint, Excel, and Adobe Pro.
Excellent customer service skills.
Superior demonstrated oral and written communication skills.
High level of discretion and understanding of handling of confidential information.
Ability to work with minimal supervision and use independent judgement.
Ability to work under pressure with short deadlines.
Ability to work independently, prioritize and manage multiple projects with minimal supervisor.
Attention to detail essential.
Ability to get along and work effectively with people with a variety of backgrounds, educational levels and language skills.
Critical Skills and Expertise:
Ability to multitask and problem solve.
Thoughtful decision making.
High degree of accuracy and reliability.
Ability to learn tools to enhance productivity.
Ability to analyze and revise operating practices to improve efficiency.
Excellent interpersonal and organizational skills.
Bachelor’s degree and 5 years of experience.
Previous university experience.
Knowledge of Washington University policies and Washington University Administrative systems including EMS.
This position is full-time and works approximately 37.5 hours per week.
Department Name/Job Location:
This position is in the McKelvey School of Engineering at the Danforth Campus.
The hiring range for this position is $18.80 - $23.99 per hour.
-Retirement Savings Plan -22 vacation days -10 Paid Holidays -Sick Time -Tuition benefits for employee, spouse and dependent children -Free Metro Link/ Bus pass -Free Life Insurance -Health, Dental, Vision -Health Savings Accounts (HSA) -Long Term Disability Insurance -Flex Spending Plan -Other Benefits
Human Resources website (hr.wustl.edu)
Internal Applicant Instruction:
Please attach a copy of your most current signed performance evaluation (completed within the last 18 months) to your online account. If you have not received a performance evaluation, you may provide two current signed letters of recommendation (written within the last 18 months), preferably to include one letter from either a current or recent former supervisor. To attach these documents, go to: My Career Tools, Add Attachment, Attachment Type – Performance Reviews or Letters of Recommendation.
Washington University in St. Louis, a medium-sized, independent university, is dedicated to challenging its faculty and students alike to seek new knowledge and greater understanding of an ever-changing, multicultural world. The University offers more than 90 programs and almost 1,500 courses leading to bachelor's, master's and doctoral degrees in a broad spectrum of traditional and interdisciplinary fields, with additional opportunities for minor concentrations and individualized programs. The faculty is composed of scholars, scientists, artists and members of the learned professions. They serve society by teaching; by adding to the store of human art, creativity, understanding, and wisdom; and by providing direct services, such as health care.