Administrative Coordinator - Social Policy Institute - 46004

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.  

This position is in the Social Policy Institute.  The position is located in Hillman Hall.  This position is for the Danforth Campus.

POSITION SUMMARY:

The Social Policy Institute is a university-wide initiative at Washington University in St. Louis dedicated to addressing pressing social issues through transdisciplinary empirical research, dissemination of evidence-informed policy, and training. The Institute seeks an Administrative Coordinator to perform a variety of administrative tasks and support the Director.

PRIMARY DUTIES AND RESPONSIBILITIES:

1. Executive Administrative Support:

• Works with the Director to set priorities and arrange their work flow, proactively tracking and following up on their deadlines and needs. Makes informed decisions about the urgency of work tasks and work flow and communicate status of work from the Director to staff and other stakeholders, as appropriate.
• Maintains administrative systems for responding to inquiries to the Director, sending correspondences on behalf of the Director, and tracking follow-ups related to engagements with the Director. Work with the Director and Associate Director to triage communications, directing and delegating follow-up correspondence to SPI staff as appropriate.
• Assists the Director with drafting of correspondences, documents, presentations, class materials, special committee work and other work products as relevant.
• Helps the Director prepare for and follow-up after meetings, including the creation of meeting materials (e.g., contact notes, bio sheets, meeting notes/minutes), locations, and reservations. Works with the Director and Associate Director to triage meeting follow-ups, directing and delegating follow-ups to SPI as appropriate.�����
• Resolves IT or facilities issues related to the Director's equipment or office space.

2. Calendar & Meeting Coordination:

• Manages the Director's schedule, responding to meeting requests and scheduling on behalf of the Director. Uses judgment in prioritizing demands on the Director's time.
• Coordinates the schedule, calendar and room reservations for SPI all-staff events, SPI leadership team meetings, and stakeholder meetings that involve multiple representatives from SPI.
• Maintains the internal calendar for SPI.
• Coordinates preparation and clean-up of spaces and materials for meeting with the Director, SPI all-staff events, and stakeholder meetings, as needed.
• Serves as the primary point of contact for general inquiries to SPI (i.e., receptionist) and the phone line. Greets guests in the SPI office.

3. Travel Management:

• Coordinates travel for the Director, including organizing ground/air travel, accommodations, travel information, and expense reports.
• Coordinates communications, visit logistics and travel for guests of SPI, including funders, event speakers and consultants.

4. Performs other duties as assigned and continues to develop professionally.

• Three years of experience as an executive assistant or other relevant administrative support experience.
• Superior interpersonal skills and professionalism, in person and by phone and email. 
• In-depth understanding of the entire Microsoft Office Suite.
• Ability to organize a daily workload by priorities.
• Ability to meet deadlines in a fast-paced quickly changing environment.
• Ability to have a proactive approach to problem-solving with strong decision-making skills.
• Professional level verbal and written communications skills.
• Interest in supporting initiatives that advance social and economic development and equity.

• Associate or bachelor’s degree.
• Two or more years of academic administration experience directly supporting a senior-level role.
• Organizational experience or educational background in social work, public health, public policy, economic development, public affairs, or a related discipline.
• Knowledge of issues impacting low-income and vulnerable households.
• Outstanding judgment and ability to make decisions, set priorities and multi-task.
• Ability to work independently and move along priorities.
• Ability to manage high volumes of e-mails and written correspondences.
• Ability to exercise discretion, maintain absolute confidentiality, and exhibit diplomacy and poise.
• Ability to work with diverse constituencies and exhibit cultural competence.
• Sensitive to possible problems and ability to anticipate needs; willing to advise and alert supervisor about important needs or issues.
• Knowledge of and capacity to learn new communications technology and project management software; demonstrated capability in digital environment.
• Positive attitude and demeanor.
• Highly collaborative and team-oriented.

The hiring range for this position is $19.18 - $24.47 per hour.

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.

This position is eligible for full-time benefits.  Please click the following link to view a summary of benefits:  https://wustl.box.com/s/8wkhs25yssf0775x9d6nd6vqa7obpth7.

This position is grade G08.

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.