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 37.5 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, and receipt 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 the circulation manager for Outlook magazine (including financial document entries).
Schedule, prioritize and maintain the daily appointment calendar for the 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), and send out Dean Announces via Maestro when requested.
Handle work order requests for plant maintenance, custodial services, telephones, cellular phones, satellite services and office equipment repairs.
Serve as the 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 a high school diploma with two years of college or secretarial training.
Three to five years of secretarial experience.
Three years of 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.
Proficient computer knowledge of the University’s AIS system, Word, Excel, and Internet search engines.
Ability to handle confidential matters discreetly.
Solid understanding of and commitment to the highest professional public relations standards.
Commitment to work within the University's established organizational structure.
Commitment to independent higher education in general, and to Washington University in particular.
The hiring range for this position is $19.18 - $24.47 per hour.
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.
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.
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.