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.
High school diploma with three to five years of administrative experience working in fast-paced and varied environment.
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 judgment.
Ability to work under pressure with short deadlines.
Ability to work independently, prioritize and manage multiple projects with minimal supervision.
Attention to detail is essential.
Ability to get along and work effectively with people with a variety of backgrounds, educational levels and language skills.
Associate’s degree and five to seven years of experience.
Experience working in higher education and working with international students, faculty and a diverse student body.
Advanced computer skills and the ability to troubleshoot problems and train others.
Demonstrated problem solving skills and decision-making ability.
Ability to maintain high level of confidentiality.
Excellent oral and written communication skills.
Computer skills-Microsoft Office programs.
This position endures many interruptions during each day and the individual must know how to multitask and stay focused. Ability to effectively prioritize is a key element in completing the daily tasks.
Student Information System (SIS) work: access student information as needed by faculty and department Chairman.
Washington University Course Listings System: schedule department classes for pooled and department classrooms.
This position primarily supports the department chairman and the overall functions of the department with a moderate volume of support to the department faculty.� Support is also given to the staff as needed.� This position requires a strong ability to multi-task as well as performing in a courteous and helpful manner.� Must be able to interact and work with people on a daily basis.
PRIMARY DUTIES AND RESPONSIBILITIES:
Provide administrative support to the Chairman of the Department
Handle and respond appropriately to correspondence and inquiries, oral and written, to the chairman.� Maintain personal and confidential Chairman files.
Compose written materials and correspondence at the request of the Chairman.� Proofread documents before distribution at Chairman’s request.� Prioritize incoming materials and emails.
Assemble tenure and promotion packages and coordinate interactions between Chair, referees, and T&P committee.� Prepare reports and spreadsheets as requested.
Provide administrative support (prepare schedules, draft agendas, compose and assemble meeting materials, record minutes) and maintain permanent records of meetings convened by the Chairman (External Advisory Board, faculty meetings and others).
Schedule appointments as required.
Prepare required documents and drafting letters/emails for the department Chairman to assist him in his daily operations.
Compile student reports as requested by the Chairman using Student Information System (SIS).� Attend policy and procedure meetings pertaining to changes and updates to SIS.
Prepare teaching evaluations spreadsheet of all faculty members using Evals@wustl.edu.� Collecting this data to assist the chair with the annual Faculty Activity Reports.
Provide general administrative support for the department
Respond to student, staff and faculty initiated requests (email, phone or in person) in a timely, polite manner using tact and discretion while exercising sound judgment in dealing with sensitive situations.
Staff the front desk and the phones of the department suite assisting all visitors from the internal and external communities Answer, screen and direct calls; provide information in accordance with department policy. Schedule conference rooms per requests.
Manage communications and interactions with alumni, external advisory boards, student advisory boards.
Maintain department directory, arrange and maintain homework bins each semester, and maintain parking log for visitors.
Maintenance – Report Electrical, Plumbing, HVAC and Elevator issues. Coordinates Special Cleaning services as needed.
Card Access – Coordinate card access and obtain security clearance for instructors, students, and visitors.
Keys – Document the distribution and return of keys.� Collect key deposits and issue receipts.
Telephone – Add/Remove Telephone lines as necessary and report problems.� Request phone authorization cards, voice mail services, and arrange for SKYPE conference calls.
Serve as the departmental liaison with the Danforth Campus Coordinator for academic support to arrange usage of the pooled classrooms in the department.
Take action proactively to avoid problems and ensure smooth running of the department as a whole by keeping up to date on all relevant changes in university policies, procedures, and operations.
Create a monthly ESE department newsletter to distribute to students, faculty, and staff.
Foreign National Coordinator
Ensure foreign national faculty/staff- specific guidelines are met.
Work with the International Scholar Dossier (ISD) software program to electronically initiate the J1, visa process for visiting scholars and student interns.
Handle time sensitive documents to ensure approval.
Initiate the H-1B visas as needed.� Work in collaboration with the International Office processing H-1B visa forms and letters.
Serve as liaison between faculty, Office of International Scholars, and lawyers to coordinate visa requirements as needed.
Attend Policy and procedure meetings pertaining to changes and updates.
Maintain department course listings
Process/update course numbers, descriptions, cross-listings with other schools, scheduling, changes and upgrades, and other associated requirements in Washington University’s Course Listings (WUCRSL) system.� Work with Associate Chairman each semester and serve as primary contact for information pertaining to WUCRSL year-long.
Coordinate the electronic processes related to the proficiency exam process each semester, coordinating timely scoring and results reporting to students and the Registrar’s office with tracking for historical purposes. Prepare at a glance chart of courses each semester.� Attend policy and procedure meetings pertaining to changes and updates to WUCRSL.
Ensure that proposed course materials are prepared for presentation to the appropriate committees and organizations for approval.
Work with faculty and book publishers as well as Campus bookstore to order books and desk copies for classes.
Administer on-going faculty recruitment
Manage the faculty search process, including ad preparation and placement in publications.
Manage applications, maintain applicant data spreadsheet.
Act as liaison during review process to keep applicants updated; for applicants selected for interviews, arrange visit schedules including meetings with faculty, assist with travel, and provide information/answer questions. Monitor schedule, act as escort/guide if needed, make schedule adjustments.
Coordinate search committee meetings, ensure compliance, maintain records, and act as liaison between search committee, Chair, and Dean’s office.
Assist Chair with paperwork related to offers. Arrange for selected applicants to return for second visit, if requested.
Act as liaison with newly hired faculty, providing assistance to aide move to St. Louis and integration into department.
Perform other duties as assigned.
This position is full-time and works approximately 37.5 hours per week.
Department Name/Job Location:
This position is in the Department of Electrical & Systems Engineering in the School of Engineering at the Danforth Campus.
The hiring range for this position is $19.18 - $24.47 per hour.
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.
All external candidates receiving an offer for employment will be required to submit to pre-employment screening for this position. Current employees applying for a new position within the university may be subject to this requirement. The screenings will include a criminal background check and, as applicable for the position, other background checks, drug screen, 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.
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.