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 reports to the Senior Supervisor and supports two regional directors, one of whom has supervisory responsibilities within the Major Gifts Regional Development Program.
PRIMARY DUTIES & RESPONSIBILITIES:
Provide administrative assistance to the senior-level regional director (who manages multiple positions) as well as another regional director. Manage calendars, organize meetings, draft correspondence and monthly reports, maintain electronic and physical files, and cover phones. Interact and develop professional relationships with Regional Cabinet members, working with the directors to develop and maintain relationships. Support the directors with Campaign Management responsibilities, including tracking volunteers, campaign goal management, and special projects.
Coordinate regional events for alumni, parents and friends of the University; create invitations, nametags, RSVP lists and executive briefing memos. Communicate professionally with potential donors (external), faculty, directors, executives and their support staff (internal) regarding event details. Manage the event in the A&D database (ADIS), Microsoft Word and Excel.
Manage several Regional team-wide complex projects as assigned; some examples include shipping logistics for all major events, travel reimbursements for several directors, and printer maintenance for the suite.
Assist with extensive data mining, reporting, and project management to support the senior-level director and the positions they supervise.
Support all aspects of the two directors’ travel. Serve as the vital communication link to and from the office when directors are traveling. Discern between critical needs and those that can wait, and communicate appropriately. Assist with travel arrangements; assemble detailed travel itineraries from various sources; and accurately complete forms and procedures for travel advances and expense reimbursement, contact reports and other travel follow-up.
Perform other duties as assigned to support goals of the Regional Development Programs and Major Gifts and Capital Projects.
High school diploma or equivalent plus three years of work experience, or an equivalent combination of education and experience.
Highly-motivated individual with previous administrative experience.�
Proficiency with computers and software packages, including Microsoft Word, Excel, Outlook and Publisher.
Excellent typing and proofreading skills with precise attention to detail.
Team player with strong interpersonal skills and professional telephone skills for effective interactions at all times, assisting internal and external individuals.
Strong ability to multi-task, organize, and prioritize competing assignments with little or no supervision.
Excellent verbal and written communication skills.
Ability to exercise considerable initiative and judgment in planning and carrying out assignments.
Ability to handle confidential information in a discrete and responsible manner.
Willingness to learn the role of development and the mission of the University.
Previous administrative experience within a university setting.
Experience working with a complex database.
The hiring range for this position is $17.48 - $18.20 per hour.
This position is full-time and works approximately 37.5 hours per week.
Department Name/Job Location:
This position is in the Department of Alumni and Development Programs. The position is located at the West Campus Main Building. 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.
All external candidates receiving an offer for employment will be required to submit to pre-employment screening for this position. Current employees applying for a new position within the university may be subject to this requirement. The screenings will include a criminal background check and, as applicable for the position, other background checks, drug screen, 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.
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.