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Executive Secretary I - Orthopedic Surgery

companyWashington University In St. Louis School of Arts&Sciences
location1 Barnes Jewish Hospital Plaza, St. Louis, MO 63110, USA
PublishedPublished: 5/10/2024
Leadership / Executive
Full Time

Scheduled Hours

40

Position Summary

Position provides high level administrative and secretarial support to the Chair of the Department of Orthopaedic Surgery, to the Assistant to the Chair, and to physicians in the department.

Job Description

Primary Duties & Responsibilities

  • Acts as a back-up to the Assistant to the Chair in his/her absence
  • Anticipates and prepares materials needed by the Chair for conferences, meetings, appointments and telephone calls.
  • Interprets and adapts guidelines, including policies, precedents, and practices not always completely applicable to changing situations.
  • Prepares special reports, summaries or replies to inquiries.
  • Assists Chair with administrative details, usually of a confidential nature.
  • Composes a variety of materials including letters, memos, confidential reports, and correspondence (including transcribing dictation, with responsibility for format, arrangement of attachments, correct spelling and grammar, and obtaining School of Medicine review and approval of documents, where necessary).
  • Supports Chair’s research activities, including manuscript, report and grant submissions, working collaboratively with grants office.
  • Schedules appointments, gives information to callers and responds to callers’ inquiries. 
  • Greets guests, ascertains nature of business and handles situations as appropriate.
  • Performs independent research and coordinates data for reports and presentations, under direction of the Chair.
  • In collaboration with the Chair and the Vice Chair for Faculty Affairs, prepares documents for year-end reviews for all faculty in the Department of Orthopaedic Surgery.
  • Takes administrative leadership role in department search activities with faculty candidates, including arranging campus visits, development of visit agenda and interview schedule, and confidential collection of faculty reviews.
  • Maintains confidentiality regarding sensitive departmental issues at all times.
  • Ensures efficient use of time by anticipating and preparing daily schedules for physicians/physician-scientists in the Musculoskeletal Oncology Division. Also provides administrative support to the department’s Director of Cultural Awareness & DEI.
  • Schedules and coordinates travel arrangements and meetings.
  • Prepares confidential correspondences and materials 
  • Maintains accurate, up-to-date electronic and physical files, physician license renewals, and conference room schedules.
  • Assists in gathering and compiling data for various projects.
  • Supports the department’s administrative and educational staff. As needed, acts as a liaison between leadership, clinic and staff.

Working Conditions

  • For the position’s first six months (probationary period), work will be in-person on the Washington University School of Medicine campus. A hybrid work environment is anticipated after that time span (3 days in the office; 2 days working from home).

Preferred Qualifications

  • Working knowledge of general office equipment.
  • Effective verbal, written and interpersonal communication skills that require dealing with a diverse population.
  • Effective organizational skills.
  • Ability to prioritize a workload.
  • Skilled in Microsoft Office: Word, Excel, PowerPoint, Teams

Required Qualifications

  • High school diploma or equivalent high school certification.
  • Two years college or secretarial training.
  • Three to five years secretarial experience.

Grade

G08-H

Salary Range

$20.76 - $32.21 / 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.