Scheduled Hours

40

Position Summary

Position provides administrative assistance and office support to the Department Head, which requires judgement, tact, creativity, initiative, a service-oriented attitude, and the ability to work with minimal supervision.

Job Description

• Assist 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.  Understand current regulations, policies, precedents, and practices.  Interpret and adapt these guidelines, including in the absence of Department Head as needed.
• Maintain Department Head’s calendar, including scheduling meetings, providing alerts to daily commitments, arranging for implementation.  Note commitments made by Department Head during meetings and arrange for implementation or follow-up as needed. 
• Compose a variety of materials, including letters, memos, and correspondence with responsibility for format, attachments, spelling, and grammar.  Proof and edit as needed correspondence and other documents generated by the Department Head. 
• Provide 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.  Make 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. 
• Coordinate faculty recruitment.  Under direction of the search committee, place advertisements through journals and online services.  Receive applications and letters of recommendation, organize documents electronically for review.  Schedule search committee meetings.  Arrange travel, meeting schedule, dinners, and all reimbursements for candidate visits. 
• Schedule and provide 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.  Coordinate appointments with the Dean’s office.  Schedules ad hoc Appointments & Promotions Committee and ensure that packets are prepared and distributed in a timely manner.  Prepare tenure write-ups for submission to WU Board, when required.
• Handle public relations, including developing the department newsletter twice per year. 
• Schedule and plan department events including faculty meetings, retreats, picnics, holiday parties, and annual department photograph. 
• Co-manage department website along with department IT specialist and maintain electronic displays and update with departmental announcements, activities, promotions, publications, news releases, grant awards, etc.
• Co-manage department space with the department Business Director.  Maintain space reporting database and work with other departments to coordinate shared spaces.
• 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/Professional Licenses:

No specific certification/professional license 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

WashU 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 unless stated elsewhere in the job posting.

Certifications/Professional Licenses:

No additional certification/professional licenses unless stated elsewhere in the job posting.

Work Experience:

No additional work experience unless stated elsewhere in the job posting.

Skills:

Confidentiality, Deadline Management, Independent Judgment, Multitasking, Oral Communications, Organizational Savvy, Service Oriented, Stress Management, Supervision, Tactfulness, 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 [email protected] 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? 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: https://hr.wustl.edu/benefits/

EEO Statement

Washington University in St. Louis is committed to the principles and practices of equal employment opportunity. 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, citizenship (where prohibited by federal law), age, religion, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or genetic information.