Administrative Coordinator III - Neurology

companyWashington University In St. Louis School of Arts&Sciences
location1 Barnes Jewish Hospital Plaza, St. Louis, MO 63110, USA
PublishedPublished: 6/21/2024
Full Time

Scheduled Hours


Position Summary

Provide administrative support for clinical trials and human research section within the Neurology Department and the MS and Neuroimmunology Division. Assist Director and Lead Coordinators in pursuing the section’s research mission.

Job Description

Primary Duties & Responsibilities

  • Provides project management/coordination for clinical trials, which may include intake, agreements, budgets, trainings, site selection/initiation visits, design of case report forms and binders, tracking finances/invoices, scheduling medical monitors, updating SOPs, etc.
  • Provides productivity consulting to manage Monday, OneNote, 12 Week Year, PARA method.
  • Manages research-patient outreach, engagement, and satisfaction.
  • Supports section meetings with scheduling, minutes, and agendas.
  • Supports local and national events, didactics, and meetings.
  • Regularly handles confidential or sensitive information; drafts and finalizes letters, email messages and other communications.
  • Initiates, writes, creates and edits/reviews various communications such as newsletters, websites, surveys, event schedules, marketing materials, departmental information, program literature and mailings; uses desktop publishing software to lay out document; coordinates the printing, publishing and distribution process.
  • Documents created require little additional review.
  • Devises, tracks, and reporst metrics to guide decision-making and research mission.
  • Plans and coordinates meetings and events including all details associated with event; negotiates with vendors; oversees, troubleshoots and resolves special situations that arise during event.
  • Manages event budget.
  • Manages fiscal activities related to program; drafts annual budget, tracks expenditures, runs and analyzes reports; oversees accounts payable and purchasing duties for department; performs or oversees all online systems entry of documents or data involving accounts payable, purchasing, budgeting, etc.; approves financial documents such as check requests, journals, purchase orders, travel documents, etc.
  • May coordinate submission of research proposals/grants; compiles, monitors, reviews and analyzes grant spending.
  • Guides production, formatting, quality, and submission of all publications, presentations and related materials.
  • Serves as liaison to and assists faculty and coordinators; coordinates faculty recruitment efforts, assists with faculty reviews, faculty records, etc.
  • Provides administrative support, including complex calendar scheduling, appointments, emails, travel, engagements, and reimbursements.
  • Ensures the maintenance of offices and computers.
  • Performs other duties as assigned.

Preferred Qualifications

  • Bachelor’s degree.
  • Demonstrated proficiency with computer applications and programs including Word, Outlook, Excel, PowerPoint and Access.
  • Excellent organizational and interpersonal communication skills to deal effectively with a broad and diverse range of people.
  • In-depth knowledge of office procedures.
  • Ability to work as part of a team or independently.

Required Qualifications

High school diploma or equivalent high school certification and five years of experience in an office or administrative support position or Bachelor's degree and two years of experience in an office or administrative support position.



Salary Range

$22.92 - $35.49 / 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.