Administrative Coordinator III - St. Louis, United States - Washington University in St. Louis School of Arts and Sciences

Washington University in St. Louis School of Arts and Sciences St. Louis, United States

1 month ago

Full time

Description

Scheduled Hours40

Position SummaryProvides administrative program support for department or program areas.

Job Description

Primary Duties & Responsibilities

Provides program/project support for research, administrative and/or academic activities.

Coordinates and provides oversight for complex projects.

Manages or coordinates departmental activities, e.g. personnel and payroll records, purchasing functions, etc.

Ensures inquiries are addressed and resolved.

Regularly handles confidential or sensitive information; drafts and finalizes letters, email messages and other communications.

Initiates, writes, creates and edits/reviews various communications such as newsletters, event schedules, marketing materials, departmental information, program literature and mailings; uses desktop publishing software to lay out document; coordinates the printing, publishing and distribution process.

Documents created require little additional review.

Plans and coordinates meetings and events including all details associated with event; negotiates with vendors; oversees, troubleshoots and resolves special situations that arise during event.

Manages event budget.

Manages fiscal activities related to program; drafts annual budget, tracks expenditures, runs and analyzes reports; oversees accounts payable and purchasing duties for department; performs or oversees all online systems entry of documents or data involving accounts payable, purchasing, budgeting, etc.; approves financial documents such as check requests, journals, purchase orders, travel documents, etc.

May coordinate submission of research proposals/grants; compiles, monitors, reviews and analyzes grant spending.

Guides production, formatting and quality of all publications, presentations and related materials.

May schedule courses, classrooms and laboratories; serves as primary student/parent contact, answers general questions, provides solutions and referrals for questions and problems; serves as liaison to and assists faculty; coordinates faculty recruitment efforts, assists with tenure review process, faculty reviews, faculty records, etc.

Maintains student record files utilizing databases; responds to inquiries from students; maintains online grade records; may review student academic record, transcripts, review requirements, meets with prospective students and families, prepares admission documents and letters.

Provides administrative support, including complex calendar scheduling, appointments, travel and engagements.

Performs other duties as assigned.
Preferred Qualifications

Bachelor's degree.

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 and diverse range of people.

In-depth knowledge of office procedures.

Ability to work as part of a team or independently.

Required Qualifications

High school diploma or equivalent high school certification and five years of experience in an office or administrative support position or Bachelor's degree and two years of experience in an office or administrative support position.

GradeG09-H

Salary Range$ $35.49 / HourlyThe 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 call the dedicated accommodation inquiry number at and leave a voicemail with the nature of your request.

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.

Want to Live Near Your Work and/or improve your commute? Take advantage of our free Metro transit U-Pass for eligible employees. We also offer a forgivable home loan of up to $12,500 for closing costs and a down payment for homes in eligible neighborhoods.

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:

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

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