Scheduled Hours

37.5

Position Summary

The Administrative Assistant provides administrative and operational support to the Vice
Provost (VP) and the Assistant Vice Provost (AVP) & Chief of Staff for Enrollment
Management. This position is a highly visible one and is a key point of contact for prospective
students, parents, staff, faculty, visitors, campus partners and external contacts that
frequently interface with the Office of the Vice Provost.

Job Description

• Serves as the primary coordinator and manager of the Vice Provost’s and Assistant Vice Provost’s complex calendars and schedules.
• Coordinates high-level meetings including times, locations, and agendas.
• Ensures timely response to meeting requests to ensure optimum utilization of their time. Plans and organizes agendas for meetings chaired by the VP or AVP, including the weekly leadership team meeting, periodic divisional meetings, retreats, and enrollment planning meetings.
• Organizes records and materials necessary for preparation for meetings, taking of notes, and assisting with follow-up after meetings.
• Creates VPs recruitment travel schedule including coordinating high school visits, panels, and special events for trips that last a week or more. Arranges for air and ground transportation, lodging, and activities.
• Completes expense reports through Workday.
• Provides a range of administrative support to the Vice Provost & Assistant Vice Provost including but not limited to: executing travel arrangements; drafting correspondence; coordinating requests, invitations, inquiries and responses on behalf of the office; assisting with search committees for positions reporting to the office.
• Develops procedures to keep the VP & AVP apprised of departmental and University events for the purpose of determining participation and extent of involvement.
• Manages and tracks the flow of office communication including phone calls, correspondence, and email to ensure outstanding customer service.
• Assists prospective students, parents, visitors and university personnel by providing information, handling issues, and resolving or referring matters as appropriate.
• Arranges for urgent issues to be handled by appropriate staff in the VP’s or AVP’s absence.
• Investigates issues and recommends solutions. Understands the Washington University culture and available resources in order to advise and assist in all matters.
• Manages and tracks the flow of office communication including phone calls, correspondence, and email to ensure outstanding customer service.
• Assists prospective students, parents, visitors and university personnel by providing information, handling issues, and resolving or referring matters as appropriate.
• Arranges for urgent issues to be handled by appropriate staff in the VP’s or AVP’s absence. Investigates issues and recommends solutions. Understands the Washington University culture and available resources in order to advise and assist in all matters.
• Collaborates with assistant to Assistant Vice Provost for Admissions to co-manage customer service for prospective students and families that are within the direct territory of the VP & Executive Director of Admissions. Interacts with offices of the Chancellor, the Provost, University Advancement, and others as necessary to plan campus visits, arrange interviews, and create individual correspondence during the application process.
• Undertakes special projects as directed by the VP and AVP, including research, management of strategic projects that cross the division, planning of divisional planning meetings, planning of divisional events including locations, catering, and guest speakers.
• Assists in the VP and AVP in the development and preparation of speeches and presentations, including performing research as needed on relevant topic areas, creating and modifying power point presentations, and assisting with talking points.
• Provides support related to VP’s involvement in professional admissions & financial aid associations.
• Perform other duties as assigned.

 

Working Conditions:

Job Location/Working Conditions

• • Normal office environment
  • Ability to travel to on- and off-campus locations as required
  • Additional work outside normal office hours may be required
  • As conditions merit, may be required to work remotely

Physical Effort

• • Typically setting at a desk or table

 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:

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 Office (5 Years)

Skills:

Not Applicable

Driver's License:

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

More About This Job

Preferred Qualifications:

• Prior executive administrative support experience.
• Experience working in an educational organization, preferably in higher education.
• Experience interacting with students and parents.
• Must have the ability to handle highly confidential information.
• Must be able to anticipate problems and obstacles and develop safeguards.
• Ability to adjust to abrupt changes in priorities and strategies. Highly developed and demonstrated people skills for working with parents, students, internal and external contacts. Must be flexible and willing to work extended hours as necessary.
• Professional presence.
• Must be technically capable of using office product technology and software including advanced skills in -Microsoft Office suite including Word, Excel, and PowerPoint.

Preferred Qualifications

Education:

Bachelor's degree

Certifications/Professional Licenses:

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

Work Experience:

Relevant Experience (2 Years)

Skills:

Administrative Support, Computer Applications, Interact with All Levels of Management, Interpersonal Communication, Microsoft Office, Multitasking, Office Organization, Office Procedures, Oral Communications, Teamwork, Time Management, Working Independently, Written Communication

Grade

G09-H

Salary Range

$23.37 - $36.19 / 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.

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.