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.
This position is full-time and works approximately 40 hours per week.
Department Name/Job Location:
This position is in the Department of Medical Public Affairs. The position is located at the Mid Campus Center. This position is for the Medical School Campus.
The Executive Secretary reports to the Associate Vice Chancellor and Associate Dean for Medical Public Affairs.
PRIMARY DUTIES AND RESPONSIBILITIES:
Responsible for budgetary functions for the department, including review and process of purchase orders, check requests, travel advancements, travel expense reports, interdepartmental orders, receipts vouchers, approve web-based invoices for payment, follow-up on all financial document entries, help with year-end closing, and maintain appropriate files for budget and financial transactions
Serve as Circulation Manager for Outlook magazine (including financial document entries)
Schedule, prioritize and maintain daily appointment calendar for Associate Vice Chancellor/Associate Dean and handle all arrangements for meetings
Provide support, when necessary, to the Branding, Signage and Wayfinding Committee by providing meeting materials, room scheduling, and agendas
Prepare reports, conduct studies and analyses and complete research projects as assigned by the Associate Vice Chancellor/Associate Dean, in support of the School of Medicine’s overall public affairs efforts (including special projects for the Executive Vice Chancellor and Dean)
Handle work order requests for plant maintenance, custodial services, telephone, cellular phones, satellite service and office equipment repairs
Serve as departmental space coordinator to ensure the accuracy of the Non-Research Space Data Collection Form recorded in the University’s Space System on behalf of the department
Assist space allocation and relocation decisions from data and phone lines, electrical outlets, and furniture arrangement for smooth transitions, when necessary
Assist with Public Affairs events (i.e. Presidential Debates, Public Affairs Staff Development events) providing assistance prior to, during and after events
Perform other appropriate duties and tasks as assigned by the Associate Vice Chancellor/Associate Dean of Medical Public Affairs, including greeting visitors to the office, providing back-up support during vacations, illnesses and times of high volume
Equivalent of High School diploma with 2 years college or secretarial training.
3-5 years secretarial experience required.
At least three years’ experience in assisting with administration of a public relations office, preferably in the health sciences
Writing and editing skills, with experience in report preparation, copy editing, etc.
Experience in budget management, including analysis, planning and reporting
Ability to work well with the public, faculty, staff, administrators, and the news media
Be computer proficient with knowledge of the University’s AIS system, Word, Excel, and Internet search engines
Ability to handle confidential matters discretely
A solid understanding of and commitment to highest professional public relations standards
A commitment to work within the University's established organizational structure
A commitment to independent higher education in general and to Washington University in particular
-Retirement Savings Plan -22 vacation days -8 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
Med School HR website (medschoolhr.wustl.edu)
Internal Applicant Instruction:
This position is grade G08.
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.
The hiring range for this position is $18.44 - $23.52 per hour.
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 interdisciplin...ary 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.