LocationST. LOUIS, MO 63108
Scheduled Hours40
Position SummaryProvides high-level administrative support to a position such as Provost, Executive Vice Chancellor or Dean using considerable judgment, tact, creativity and initiative. Works closely with senior leadership to ensure that project deadlines are met and responses are well-coordinated and well-executed. Requires significant substantive knowledge of the WashU’s academic, research, and outreach programs.
Job DescriptionPrimary Duties & Responsibilities:
- Ensures most efficient use of time by anticipating and preparing daily schedule. Schedules, prioritizes and maintains appointment calendar. Anticipates and ensures that all meeting details, confirmations, and back-up materials are in order.
- Acts as liaison between leadership, school, university, and community constituents. Uses discretion in responding on behalf of executive if information is known, and prioritizes mail, call backs, etc. Establishes and maintains confidential files ensuring efficient retrieval for all personnel authorized to access data.
- Provides executive support. Oversees and ensures the daily administrative operations run smoothly. Responds to inquiries from faculty, staff, students and the public on behalf of the executive regarding campus operations, policies and procedures. Manages telephone and visitor traffic in administrative offices. Serves as primary contact for the executive; refers inquiries to appropriate departments as necessary and responds on executive’s behalf. Investigates issues and problems. Drafts and prepares responses to urgent requests. Interact regularly with university leadership, faculty and staff on behalf of the executive’s office, and manage all administrative responsibilities necessary to representing the executive’s office in a professional and organized manner. Ensures that all requests, communications, and demands made of the executive’s office are addressed in a timely, high-quality way. Ensures that all deadlines are met. Ensures that all tasks and administrative responsibilities of the executive’s office are met on time, professionally, and responsibly.
- Supervises office administrative staff.
- Schedules and coordinates travel including transportation, lodging, registration, and visa/passport as required. Completes travel reimbursement documents and travel expense reports in the university’s Financial Information System.
- Manages the purchase of supplies, equipment, and services. Accurately processes invoices, travel reports, check requests, internal documents, remote purchases, blanket orders, and receipt vouchers on a timely basis using financial systems. Maintains files for audit purposes. Schedules and contracts for meeting rooms, arrange catering and rentals. Works with tax department to process moving expenses for new department staff.
- Prepares confidential correspondence and all materials for executive, senior staff and other officials. Assumes lead responsibility to prepare and assemble materials required by the executive for meetings and events. Researches, compiles and summarizes issues, policies and topics; provides background information, talking points and briefing materials as necessary.
- Performs other duties as assigned.
Working Conditions:
Job Location/Working Conditions:
- Normal office environment.
Physical Effort:
- Typically sitting at a desk or table.
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 QualificationsEducation:
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 And/Or Office Management (7 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 QualificationsEducation:
Bachelor's degree
Certifications/Professional Licenses:
No additional certification/professional licenses unless stated elsewhere in the job posting.
Work Experience:
Providing Support To Executive Level Personnel (7 Years)
Skills:
Adaptability, Administrative Support, Calendar Management, Confidentiality, Detail-Oriented, Diplomatic Approach, Editing Text, Flexible Mindset, Interpersonal Relationships, Leadership, Management Practices, Microsoft Office, Office Management, Oral Communications, Personal Initiative, Proactive Planning, Project Coordination, Project Development, Project Tracking, Self-Organization (Business), Sound Judgment, Stress Management, Understanding Problems, Working Independently
GradeG12-H
Salary Range$29.96 - $47.92 / 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.
QuestionsFor frequently asked questions about the application process, please refer to our .
AccommodationIf you are unable to use our online application system and would like an accommodation, please emailor call the dedicated accommodation inquiry number at 314-935-1149 and leave a voicemail with the nature of your request.
