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.
This position is full-time and works approximately 37.5 hours per week.
Department Name/Job Location:
This position is in the Office of the Chancellor at the Danforth Campus.
Welcomes all guests, screens calls and resolves concerns, manages usage of conference rooms, oversees procurement of supplies for the Chancellor-elect’s suite, and coordination of meetings and events that advance university initiatives and the Chancellor-elect’s priorities.� Provides project management support on operational imperatives.
PRIMARY DUTIES AND RESPONSIBILITIES:
Serves as warm, welcoming ambassador to all internal and external audiences; answering and directing inquiries as needed. Backs up other team members in Chancellor-elect’s office to ensure that everyone who engages with the Chancellor-elect’s office feels welcomed and attended to.
Oversees all incoming calls to Chancellor-elect’s office.� Kindly provides information or redirects caller accordingly.� Calmly and competently resolves concerns and issues.
Provides project coordination for the Chancellor-elect’s office including:
Tracks Chancellor-elect’s board and board committee commitments.
Coordinates all aspects of special event ticketing.
Coordinates US and WashU flag lowering.
Provides support to other Chancellor-elect Office administrative partners in various ways including:
Prepares correspondence and other communications including graphs, charts and diagrams; expert in fact checking, proofreading, and adherence to Office of Public Affairs Guidelines.
Plans and supports Chancellor-elect’s office team activities that help build culture and connection.
Backs up other administrative partners and special event coordinator.
Complete other ad hoc projects as needed.
Supports office in sustainability and (nearly) paperless office through the use of technology and other productivity tools.
Manages office procurement as needed including supplies and equipment. Manages payment of invoices and other expenses associated with office supplies. Order all stationary for Chancellor-elect’s Office.
Schedules conference rooms.� Ensures that conference rooms are properly equipped with requested AV equipment, catering, and drinks, and that any other requests are met. Prepares and sends information needed for meeting attendees. Supports ad hoc requests for all meetings, as needed.
Oversees all incoming mail to Chancellor-elect’s office ensuring proper response, filing, and follow through.� Exercises sound judgment in prioritization.
Performs other duties as assigned.
Five years of work experience in administrative support at the executive level.
Experience collaborating with a team.
Experience in a higher education environment.
Professional training in technology, productivity tools, and/or project management.
Effective verbal and written communication skills as well as superior interpersonal skills.
Demonstrated track record in working with diverse partners and visitors in a culturally competent manner.
Excellent organizational skills.
Demonstrated track record of proficiency in Microsoft Outlook, Box, Excel, Qualtrics, and project management software.
Demonstrated track record in ability to exercise discretion and to maintain absolute confidentiality.
Ability to independently generate and edit correspondence and to meet deadlines in a fast-paced complex environment.
Demonstrated track record in managing (nearly) paperless office, integration of new technology, and ability to research and identify new technology solutions for office operations.
Strong project management and time management skills.
The hiring range for this position is $18.80 - $23.99 per hour.
-Retirement Savings Plan -22 vacation days -10 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)
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.