Administrative Coordinator I - Arts & Sciences

companyWashington University In St. Louis School of Arts&Sciences
location6475 Forsyth Blvd, St. Louis, MO 63105, USA
PublishedPublished: 4/9/2024
Full Time

Scheduled Hours


Position Summary

To assist the Director of Clinical Training (DCT) and the Director of Graduate Studies (DGS) in all administrative duties pertaining to graduate students of Psychological and Brain Sciences.

Job Description

Primary Duties & Responsibilities

Admissions and Recruitment

  • Receive, process, and coordinate all applications to the PhD graduate research program areas in the Department of Psychological & Brain Sciences through selection of the incoming class. Send admission offer letters to selected applicants, monitoring acceptance/decline responses, and sending additional admission offer letters to wait-listed applicants, if directed.
  • Coordinate the Graduate Recruitment week activities: send emailed invitation letters to selected applicants for interview event; track RSVPs communicating responses to inviting faculty; work closely with attending applicants for any questions they might have; prepare an interview schedule for each visiting applicant; coordinate department provided meals; coordinate travel schedules.
  • Coordinate recruitment materials for mailing and electronic distribution around the country.

Post-Admissions – Incoming Class

  • Communicate regularly with newly admitted students as they prepare to move to St. Louis.
  • Coordinate department orientation event for incoming students – luncheon with all faculty members, presentation by department chair and DGS, presentation by student officers of the Psychology Graduate Student Association (PGSA).

Student Records Management

  • Maintain and manage all graduate student records for completion of various stages of the graduate program, including notifying those students (emailing as DGS), at designated time points, who are in danger of being put “on probation” due to not meeting completion milestones in the designated timeframe.
  • Manage student funding from Office of Graduate Studies and external support.
  • Create and distribute letter to all students outlining approved department stipend support for each academic year; ensure award letters for outside support sources have been delivered to students and a copy is in their files.
  • Coordinate graduate students’ bi-annual portfolio curriculum vitae updates and faculty evaluations for student files. Written evaluation form submission is tracked to ensure regular communication between faculty members and their students about progress in their program.
  • Track attendance for various graduate student seminars and ensure students are meeting their requirements. 
  • Coordinate and manage various graduate student exam and defense milestones.
  • Monitor The Office of Graduate Studies Portal for deadlines, calendar items, form submissions, etc.
  • Manage, maintain and update online student/alumni database with current student milestone information through dissertation defense and employment information post-graduation; regularly contacting graduates periodically to confirm current information is unchanged or update with promotions, location changes, etc.
  • Maintain records for, and correspondence with accreditation associations.
  • Work directly with Director of Clinical Training and Director of Graduate Studies for program requirements.
  • Other duties as assigned.

Academic Administrative Support

  • Manage and enter graduate level courses in WUCRSL.
  • Assign Assistants in Instruction to courses for the fall and spring semesters. 

Perform other duties as assigned.

  • Resolve minor issues dealing with daily execution of duties. 
  • Understand the Director of Graduate Studies and the Director of Clinical Training priorities and manages routine tasks and special projects accordingly. 

Preferred Qualifications

  • Bachelor’s degree and five years or more clerical/administrative experience in a University environment.
  • Intermediate experience with MS Office products.
  • Demonstrated ability to work well with faculty and staff, and a clear commitment to work with students. 
  • Strong interpersonal communication skills, both verbal and written. 
  • Excellent analytical and problem-solving skills.
  • Ability to multi-task and prioritize. 
  • Strong organization skills are essential. 
  • Strong commitment to serve the needs of the graduate students while fostering meaningful relationships.
  • Works independently and is attentive to detail. 

Required Qualifications

  • High school diploma or equivalent high school certification.
  • Two years of administrative office experience.



Salary Range

$18.91 - $29.32 / 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.


For frequently asked questions about the application process, please refer to our External Applicant FAQ.


If you are unable to use our online application system and would like an accommodation, please emailCandidateQuestions@wustl.eduor call the dedicated accommodation inquiry number at 314-935-1149 and leave a voicemail with the nature of your request.

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


  • Up to 22 days of vacation, 10 recognized holidays, and sick time.
  • Competitive health insurance packages with priority appointments and lower copays/coinsurance.
  • Want to Live Near Your Work and/or improve your commute? Take advantage of our free Metro transit U-Pass for eligible employees. We also offer a forgivable home loan of up to $12,500 for closing costs and a down payment for homes in eligible neighborhoods.
  • WashU provides eligible employees with a defined contribution (403(b)) Retirement Savings Plan, which combines employee contributions and university contributions starting at 7%.


  • Wellness challenges, annual health screenings, mental health resources, mindfulness programs and courses, employee assistance program (EAP), financial resources, access to dietitians, and more!


  • 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/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 University’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 – fostering respect for all and welcoming individuals from diverse backgrounds, experiences and perspectives. Individuals with a commitment to these values are encouraged to apply.