Washington University is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity or expression, national origin, genetic information, disability, or protected veteran status.
The Administrative Assistant, Parent Programs reports to and supports the Senior Director, Parent Programs and provides administrative support for both the Parent Programs and Athletic Alumni & Development team. Responsibilities include assisting in project management for multiple projects, maintaining databases, assisting with the planning and coordination of events, assisting with travel preparation and providing overall office support as needed.
PRIMARY DUTIES AND RESPONSIBILITIES:
Provide on-going support to the Senior Director, Parent Programs, as well as support for other Parent Program and Athletic Directors, including calendar management, telephone support, filing, prospect/donor appointment setting, word processing and sorting and prioritizing mail.
In cooperation with the Development Coordinator, Parent Programs, assist in the planning and execution of both Parent Program and Athletics A&D events, including Parents Council meetings, Chancellor’s parents receptions and other special events. This requires occasional evening and weekend work. Specific duties may include:
Working with caterers, rental companies, etc.
Coordinating logistics for meeting spaces, A/V services, etc.
Preparing and mailing invitations
Compiling RSVP lists
Providing on-site staffing
Prepare and manage development data and special report requests
Preparing and distributing briefing folders
Maintaining budgets and submitting final bills
Assist in planning and organizing meetings and activities of the volunteer development committee including volunteer recruitment, volunteer assignments and prospect management, preparation of follow up materials for volunteers and correspondence with volunteers and donors.
Serve as resource for Directors in managing projects. Suggest improvements to promote efficiency and cost effectiveness. Organize tasks to maximize productivity.
Prepare complex reports for data analysis by directors. Submit data requests and format downloads for reports.
Maintain general knowledge of parent programs and campus resources for parents.
Monitor and order all office supplies, track and maintain printed materials for use by the Directors, and manage all maintenance needs and service contracts for office equipment. Coordinate computer maintenance and upgrades.
Assist with events, projects and activities related to Alumni and Development Programs.
Train, manage, create workload and supervise work-study students.
Perform other duties as assigned.
High school plus 3 years of work experience, or equivalent combination of education and experience.
College degree preferred.
5 years of general office environment experience, administrative assistant assignment; knowledge of university environment preferred.
Prefer experience with PageMaker and FileMaker Pro.
Effectively manage multiple, detailed and time-sensitive projects with appropriate follow through under minimal supervision.
Strong interpersonal and written communication skills, including ability to listen, analyze, organize, plan and clearly present detailed information and ability to foster positive relations with diverse constituencies.
Demonstrated “customer service skills.” Self-starter; proactive with project assignments.
Ability to listen carefully, learn quickly and work effectively in a complex organization.
A desire and ability to work collaboratively with colleagues across the University.
Honesty, integrity, enthusiasm, perspective and a strong work ethic, supported by commitment and follow through.
Dependability and punctuality.
Excellent proofreading skills with precise attention to detail.
Ability to type 60+ wpm with strong PC skills and working knowledge of Windows-based software, including Microsoft Word, Excel, Outlook, PowerPoint.
Ability to learn various internal technology programs.
The hiring range for this position is $17.14 to $18.20 per hour.
-Retirement Savings Plan -22 vacation days -8 Paid Holidays -Sick Time -Tuition benefits for employee, spouse and dependent children -Free Metro Link/ Bus pass -Free Life Insurance -Health, Dental, Vision -Health Savings Accounts (HSA) -Long Term Disability Insurance -Flex Spending Plan -Other Benefits
Human Resources website (hr.wustl.edu)
This position is full-time and works approximately 37.5 hours per week.
Department Name/Job Location:
This position is in the Department of Parent Programs, Alumni and Development Programs. This position is for the Danforth Campus.
Internal Applicant Instruction:
Please attach a copy of your most current signed performance evaluation (completed within the last 18 months) to your online account. If you have not received a performance evaluation, you may provide two current signed letters of recommendation (written within the last 18 months), preferably to include one letter from either a current or recent former supervisor. To attach these documents, go to: My Career Tools, Add Attachment, Attachment Type – Performance Reviews or Letters of Recommendation.
Washington University in St. Louis, a medium-sized, independent university, is dedicated to challenging its faculty and students alike to seek new knowledge and greater understanding of an ever-changing, multicultural world. The University offers more than 90 programs and almost 1,500 courses leading to bachelor's, master's and doctoral degrees in a broad spectrum of traditional and interdisciplinary fields, with additional opportunities for minor concentrations and individualized programs. The faculty is composed of scholars, scientists, artists and members of the learned professions. They serve society by teaching; by adding to the store of human art, creativity, understanding, and wisdom; and by providing direct services, such as health care.