Scheduled Hours

37.5

Position Summary

The Office of Graduate Studies (OGS) is looking for a highly motivated individual, who enjoys student engagement and the opportunity to be part of a growing, new collaborative team â“ interfacing with faculty, staff and students who conduct graduate education in Arts & Sciences.

This role requires an organized and detail-oriented staff member who can act in the front office as the representative of the office (working at the office suiteâ™s front desk). As an Administrative Assistant, you will provide essential support with scheduling and project activities, while helping to shape communications and doing some data gathering. The role will involve assisting with document preparation, PowerPoint preparation, some budget or financial skills, and a variety of administrative and support functions. The role provides a high level of administrative support to the Vice Dean for Graduate Education and scheduling assistance for the Associate Vice Dean for Graduate Education as well as two senior Directors.

This position is part of the OGS administrative team, which supports critical operations and administrative functions for graduate programs in Arts & Sciences. The team-based approach uses a philosophy of cross-training and collaborative work that provides flexible support for critical functions in the office, and also facilitates the professional development of team members, as well as coverage during vacation and absence.

Job Description

This position requires the ability to move to on and off-campus locations.

Primary Duties and Responsibilities:

Provide administrative assistance to the department:

• Perform all job functions such as scheduling meetings, composing a variety of materials, including confidential reports and correspondence, managing files; taking phone messages and handling those deemed appropriate, researching topics as needed by.
• Coordinate and develop data using institutional knowledge of department and University content for special reports/projects; events on either University cycles or upon managerâ™s request.
• Prepare agendas, travel plans, documents and transcription related to meetings and/or conferences; write summaries and reports.
• Assist in preparing presentations. Create and prepare PowerPoint, reports, and Excel financial worksheets.
• Plan, coordinate, and manage events and programming for the department.
• Receive and screen telephone calls, answer specific questions, and take accurate messages.
• Respond to and resolve administrative problems, tasks and questions and inquiries on behalf of the department.
• Take notes from meetings and events, documenting and following up on important actions and decisions from the meeting.
• Collect Arts & Sciences information about graduate students from departments and programs to interface with the A&S Communications office.
• Assist with logistical support and preparation for workshops and special events that occur on and off-campus (i.e., arrange location, order food, assemble materials, name badges, parking, etc.).

Executive support to the Vice Dean of Graduate Education:

• Work with Vice Dean and senior leadership to schedule and organize project meetings.
• Draft responses to letters, invitations, requests, and inquiries on behalf of the Vice Dean, as well as proofreads and edits correspondence for signature.
• Process incoming calls and requests for the Vice Dean by gathering facts, researching issues, making proactive inquiries, etc. to provide the Vice Dean with context and knowledge when responding.
• Schedule diverse and complex appointments, meetings, including complex itineraries.
• Ensure all requests, communications, and demands made of the Vice Dean are addressed in a timely, high-quality manner; ensure all tasks and administrative responsibilities of the Vice Dean are met on time, professionally, and responsibly.
• Compose and prepare a variety of materials, including letters, memos, and general correspondence.
• Compile data and information in appropriate formats.
• Coordinate other projects as assigned, including high-level administrative projects for the Vice Dean.

Office administration and coordination:

• Serve as primary receptionist for the Office, which consists of answering phones and providing first contact and direction to student and other campus visitors.
• Prepare correspondence and other documents, create mail merges, manage electronic and hard copy files.
• Edit, proofread and occasionally draft communications such as memos, event schedules, and mailings.
• Track and monitor expenses for the office.
• Assist in budget planning.
• Enter transactions in Workday; may approve transactions and run/review reports.
• Coordinate purchase order requests and work order requests.
• Maintain office supply inventory and coordinate purchase of supplies as needed.
• Maintain/update contact information, directories, departmental lists, email lists, and databases.
• May be responsible for helping curate information for updating/maintaining routine web pages and social networking sites.

Perform other duties as assigned.

Preferred Qualifications

• Knowledge of Washington University systems including SIS, FIS, and Workday.
• Strong computer skills with advanced knowledge of Word, Excel, Outlook, and PowerPoint.
• Professional interpersonal communication and organizational skills with a commitment to serving students, faculty and external constituents.
• Ability to handle public contact and deal discretely with confidential matters.
• Ability to function in a team atmosphere.
• Ability to prioritize work and handle multiple assignments with frequent interruptions.
• Ability to work independently and actively solve problems.
• Ability to exercise sound judgment and make independent decisions.
• Ability to learn quickly and adjust to changing priorities and workflow.

Required Qualifications

• High school diploma or equivalent high school certification.
• Three years of related experience.

Grade

G08-H

Salary Range

$20.15 - $31.26 / Hourly

The 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.

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

Washington University in St. Louis is committed to providing a comprehensive and competitive benefits package to our employees. Benefits eligibility is subject to employment status, full-time equivalent (FTE) workload, and weekly standard hours. Please visit our website at https://hr.wustl.edu/benefits/ to view a summary of 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 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.

Applicant Instructions

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