Scheduled Hours

37.5

Position Summary

This position serves as the first point of contact for the Office of the Dean and McKelvey School of Engineering. The Office Assistant, under the direction of the Executive Assistant to the Dean, supports the day-to-day demands of the office and works closely with the deanâ™s leadership team, faculty, staff, students, and other internal and external constituencies of the university community.

Job Description

Primary Duties and Responsibilities

Supports the daily office operation for the Office of the Dean. This includes but is not limited to the following:

• Serves as the first point of contact in Office of the Dean. Screens and directs in-person inquiries, phone calls, mail, and other documents to the appropriate person or office, and provides excellent customer service by following up to make sure inquiries are thoroughly and quickly answered and triaged as appropriate.

• Serves as the secondary for the management of the deanâ™s daily calendar.

• Assists with other interface activities between the schools and the University.

• 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 Deanâ™s office vehicle.

• Reports electrical, plumbing, HVAC and other facilities issues and coordinates special cleaning services as needed.

• Responsible for contacting appropriate parties to address issues related to IT, phone, office equipment support, service calls, etc. and seeing these issues through to resolution.

• Responsible for opening and closing the Deanâ™s office.

• Responsible for maintaining office and kitchen equipment.

• Ensures 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.

• Manages and oversees the Deanâ™s office supplies; ordering independently, as necessary and the Deanâ™s office filing system as the official archival.

• Creates and maintains a Procedures Manual for this position.

Event Planning:

• Coordinates special events assigned by the Executive Assistant to the Dean and the Dean, including monthly Senior Staff and Executive Committee lunch meetings.

• Provides administrative and logistical support to the Director of Events Management, this includes room reservations, RSVPs and nametags, furniture logistics, registration assistance, meal reservations, and event catering.

• Assists with logistical arrangements for meetings and industry visits including catering and room reservations.

Assists Executive Assistant to the Dean with Tenure and Promotion document collection and submission.

Performs other duties as assigned.

Preferred Qualifications

• Associate degree, or equivalent experience, with a minimum of two years of office experience.
• Experience working in an academic environment is strongly preferred.
• Strong organizational and project management skills.
• Ability to use standard office software.
• Team player and customer service oriented.
• Excellent written and verbal communication/customer service skills (communicates with internal and external constituents, including administrators, faculty, staff, students, parents, donors, and other key constituents).
• Ability to keep sensitive information confidential.
• Strong attention to detail with the ability to multi-task.
• Self-motivated individual with a high degree of reliability, accuracy, and productivity; ability to prioritize and work efficiently to meet deadlines.
• Good judgment and ability to make decisions.
• Excellent interpersonal skills.

Required Qualifications

• High school diploma or equivalent high school certification.
• One year of experience in an office or administrative support position.

Grade

G06-H

Salary Range

$17.14 - $25.70 / 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.

Accommodation

If you are unable to use our online application system and would like an accommodation, please email CandidateQuestions@wustl.edu or call the dedicated accommodation inquiry number at 314-935-1149 and leave a voicemail with the nature of your request.

Pre-Employment Screening

All 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

Washington University in St. Louis is committed to providing a comprehensive and competitive benefits package to our employees. Benefits eligibility is subject to employment status, full-time equivalent (FTE) workload, and weekly standard hours. Please visit our website at https://hr.wustl.edu/benefits/ to view a summary of benefits.

EEO/AA Statement

Washington University in St. Louis is committed to the principles and practices of equal employment opportunity and especially encourages applications by those from underrepresented groups. It is the Universityâ™s policy to provide equal opportunity and access to persons in all job titles without regard to race, ethnicity, color, national origin, age, religion, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or genetic information.

Diversity Statement

Washington University is dedicated to building a diverse community of individuals who are committed to contributing to an inclusive environment â“ fostering respect for all and welcoming individuals from diverse backgrounds, experiences and perspectives. Individuals with a commitment to these values are encouraged to apply.

Applicant Instructions

When you are ready to apply, creating an account only takes a minute. Your account creates a candidate home page which we will use to communicate with you and allows you to apply for jobs and view your application statuses. The first page of the application offers two âœQuick Apply❠options. Quick Apply allows you to either use a previous application or create a new application using a resume to populate the work experience and education sections of your job application. If using a resume to populate your application, check to ensure the application fields populated accurately. You may skip the âœQuick Apply❠page by clicking âœNext❠at the bottom of the page. Documents may be uploaded in the My Experience section of the application. You also have the option to apply with a LinkedIn feature, which allows you to apply by using your LinkedIn profile to populate some of the job application fields.

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