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Administrative Coordinator III - WashU Medicine, Marketing & Communications (Hybrid)

companyWashington University In St. Louis School of Arts&Sciences
location1 Barnes Jewish Hospital Plaza, St. Louis, MO 63110, USA
PublishedPublished: 5/5/2024
Full Time

Scheduled Hours

40

Position Summary

This position is responsible for administrative support to leadership team, oversight of day-to-day team operations and execution of various projects. Serves as the main point of contact for internal and external stakeholders and plays a crucial role in maintaining a productive work environment.

Job Description

Primary Duties & Responsibilities

Calendar Management and Meeting Support

  • Point of contact for internal and external stakeholders for scheduling meetings/appointments with members leadership team.
  • Coordinates office activities and meetings, including room reservation and catering needs.
  • Responsible for team calendars, including events, vacations, etc.
  • Prepares agendas, reports and presentations.

Office Management

  • Maintains office supplies, anticipating needs and replacing orders and monitoring stock levels.
  • Serves as primary point of contact for facilities management needs, such as, furniture ordering, space renovations, office moves technology needs, equipment upgrades, etc.
  • Ensures compliance with health and safety procedures.
  • Oversight of promotional inventory, including onsite items for gifts to speakers, campus visitors, etc. and liaison to external vendors for inventory reconciliation and ordering for ecommerce sites.

Project Management

  • This will include the management of data lists for a variety of needs, including the merging and deduping for including mailing of print publications and collateral and email campaigns.

HR and Budget Support

  • Assists with new employees regarding office procedures, policies and equipment operations.
  • Sets up offices for new employees, including supplies and equipment needs.
  • Processes purchase orders and invoices for department.
  • Assists in budget planning and expense tracking.

Travel and Expense Reports for Leadership Team

  • Manages all travel needs, including flight, hotel and transportation.
  • Submits all expense report on behalf of leadership team members.
  • Acts as an advisor to marketing team on expense report process and guidelines.

Preferred Qualifications

  • Strong problem-solving skills and attention to detail.
  • Excellent communication and collaboration abilities.
  • Ability to work effectively in a fast-paced environment and manage multiple tasks concurrently.
  • Sound judgement, decision making ability and high level of maturity.
  • Demonstrated time management and priority setting skills.
  • Strong problem-solving skills and attention to detail.
  • Excellent communication and collaboration abilities.
  • Ability to work effectively in a fast-paced environment and manage multiple tasks concurrently.
  • Excellent time management and organization skills.
  • Ability to represent the department with external constituents and internal senior leadership.

Required Qualifications

High school diploma or equivalent high school certification and five (5) years of experience in an office or administrative support position or Bachelor's degree and two (2) years of experience in an office or administrative support position.

Grade

G09-H

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.

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 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

Personal

  • 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

  • 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/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.