Administrative Coordinator I - Arts & Sciences, Public Health & Society
Washington University in St. Louis
Application
Details
Posted: 09-Nov-24
Location: St. Louis, Missouri
Type: Full-time
Internal Number: JR85584
Scheduled Hours
37.5
Position Summary
This role serves as administrative support for the Program in Public Health & Society working with the faculty, staff, and students in the unit as well as with constituents across the university, with the goal of providing support to help grow the program and enable teaching and student development to flourish.
Job Description
Primary Duties & Responsibilities:
Curriculum/Student Support
Works with Director of Undergraduate Studies and academic coordinator to implement semester course offerings.
Maintains course listing data and manages course sections in Workday.
Assists with Workday training and problem-solving.
Assists faculty with special classroom requests and needs (e.g. A/V) and grade submission, ensure book orders.
Maintains student records in coordination with registrar and college deanâ™s office.
Undergraduate:
Partners with academic coordinator in efforts to build community among undergraduate population.
Assists with development of student-focused events.
Web/Communication
Maintains and regularly updates content on program website.
Curates stories for website and promotional materials.
Assists with program newsletters, brochures, publications, and social media.
Works with A&S Computing and A&S Communications on technology and strategies.
Maintains program information in course catalogs and school informational resources (e.g. Bulletin).
Works with other academic departments and programs to share information and coordinate activities.
Event Planning
Plans and administers all aspects of special events for the program (seminars, conferences, receptions and ceremonies, guest lectures, etc.), including itineraries, reimbursements, travel arrangements and transportation, accommodations, communications, food service, etc.
Human Resources/Personnel
Coordinates job postings for internal student hires in Handshake, including graduate student TAs.
Manages offer letters, and liaises with HR cluster support.
Provides support for faculty searches, including all required scheduling and paperwork for faculty.
Assists chairs with faculty promotion cases, including coordination of correspondence and compilation of dossiers.
Assists with adjunct appointments and reappointments.
General Office Support
Provides clerical support, including preparing general correspondence, receiving visitors, telephone calls, and email requests, schedule common spaces.
Maintains department files and records.
Orders office supplies and maintains required inventories.
Faculty Support
Provides support for directors and faculty regarding scheduling, travel, and administrative office support.
Arranges and supports faculty meetings.
Supports faculty searches, hiring, and promotions.
Accounting/Financial
Access to a program credit card for program purchases (events, office supplies, printing, promotions) and will also be responsible for creating expense reports and liaising with FIN cluster to assist with faculty purchases and expense reports.
Facilities
Liaison to Facilities, Computing, and Housekeeping.
Oversees plans for office design and placement.
Performs other duties as assigned.
Working Conditions:
Job Location/Working Conditions
Normal office environment
Ability to travel to various on- and off-campus locations
Physical Effort
Typically working at desk or table
Repetitive wrist, hand or finger movement
Occasional lifting (25 lbs or less)
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:
No specific certification is required for this position.
Work Experience:
Administrative (2 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:
Bachelor's degree
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:
Computer Applications, Computer Literacy, Confidentiality, Detail-Oriented, Drupal, Event Planning, Interpersonal Communication, Microsoft Access, Microsoft Excel, Microsoft Office, Microsoft Outlook, Microsoft PowerPoint, Microsoft Word, Multitasking, Office Procedures, Oral Communications, Organizing, Punctuality, Social Media Promotions, Software Program, Time Management, Working Independently, Written Communication
Grade
G07-H
Salary Range
$19.29 - $29.91 / HourlyThe 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.
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.
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.