Scheduled Hours

40

Position Summary

Position provides administrative assistance and office support to the Chair/Department Head, which requires considerable judgement, tact, creativity and initiative. Responds to questions and inquiries and makes decisions, when appropriate, in the absence of Chair/Department Head according to organizational policies and procedures. May have functional responsibility for providing direction to other administrative staff.

Job Description

• Assists Department Head with administrative details, usually of a confidential nature.  Anticipate and prepare materials needed for meetings, appointments, and telephone calls.  Greet guests and callers, ascertain nature of business, and handle situations as appropriate. Understands current regulations, policies, precedents, and practices.  Interpret and adapt these guidelines, including in the absence of Department Head as needed.
• Maintains Department Headâ™s calendar, including scheduling meetings, providing alerts to daily commitments, arranging for implementation. Notes commitments made by Department Head during meetings and arrange for implementation or follow-up as needed. 
• Composes a variety of materials, including letters, memos, and correspondence with responsibility for format, attachments, spelling, and grammar. Proofs and edits as needed correspondence and other documents generated by the Department Head. 
• Provides administrative support for weekly seminar series, two annual named lectures, and other special symposiums. This includes reserving the auditorium, coordinating invitations, designing flyers and posters, advertising via print, digital signage, and email distribution lists. Makes travel arrangements for out-of-town speakers, plan speaker schedules, manage catering, and special dinners.  Initiate speaker reimbursement/honorarium, obtain appropriate documentation for expenses, process expense reports. 
• Coordinates faculty recruitment. Under direction of the search committee, places advertisements through journals and online services. Receives applications and letters of recommendation, organize documents electronically for review.  Schedules search committee meetings. Arranges travel, meeting schedule, dinners, and all reimbursements for candidate visits. 
• Schedules and provides administrative support for department mentoring committees and annual faculty reviews. Responsible for supporting all steps related to faculty appointment and promotion process.  Review faculty packets with Department Head for recommendation to departmental and ad hoc committees. Coordinates appointments with the Deanâ™s office. Schedules ad hoc Appointments & Promotions Committee and ensures that packets are prepared and distributed in a timely manner.  
• Prepares tenure write-ups for submission to WU Board, when required.
• Handles public relations for the department. Develops and distributes department newsletter three times per year. 
• Schedules and plans department events including faculty meetings, retreats, picnics, holiday parties, and annual department photograph. 
• Serves as a Notary Public for the Department. Co-manages department website along with department IT specialist and maintain electronic displays and updates with departmental announcements, activities, promotions, publications, news releases, grant awards, etc.
• Manages space-reporting assignments within the Managespace system, including completing annual survey and planning process.
• Other duties as assigned.

Working Conditions:
Job Location/Working Conditions

• Normal office environment.

Physical Effort

• Typically sitting at desk or table.
• Repetitive wrist, hand or finger movement (PC Typing).

Equipment

• Office 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 Qualifications

Education:

Associate degree or combination of education and experience may substitute for minimum education.

Certifications:

No specific certification is required for this position.

Work Experience:

Administrative (7 Years)

Skills:

Not Applicable

Driver's License:

A driver's license is not required for this position.

More About This Job

Washington University seeks highly motivated individuals who are able to perform duties in a manner consistent with our core mission and guiding principles.

Preferred Qualifications

Education:

No additional education beyond what is stated in the Required Qualifications section.

Certifications:

No additional certification beyond what is stated in the Required Qualifications section.

Work Experience:

No additional work experience beyond what is stated in the Required Qualifications section.

Skills:

Confidentiality, Deadline Management, Independent Judgment, Multitasking, Oral Communications, Organizational Savvy, Service Oriented, Stress Management, Supervision, Tactful, Written Communication

Grade

G13

Salary Range

$65,900.00 - $112,700.00 / Annually

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.

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 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.

All qualified individuals must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship.

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

Personal

• Up to 22 days of vacation, 10 recognized holidays, and sick time.

• Competitive health insurance packages with priority appointments and lower copays/coinsurance.

• Take advantage of our free Metro transit U-Pass for eligible employees.

• 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? Weâ™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: https://hr.wustl.edu/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.

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