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 40 hours per week.
Department Name/Job Location:
This position is in the Department of Pediatrics. The position is located at McDonnell Pediatric Research Building. This position is for the Medical School Campus.
This position coordinates office functions, programs and schedules, provides administrative services, and performs specialized/technical duties with minimum supervision. This position also coordinates and manages multiple events/programs within Research Administration and coordination of research new hires and HR updates.
PRIMARY DUTIES AND RESPONSIBILITIES:
Assist with employee hires/HR functions.
Coordinate new hire/non-appointee paperwork: computer access, BJC applications, equipment training, etc.
Distribute annual evaluation forms to faculty for staff.
Ensure job descriptions are updated annually and saved to common drive.
Maintain MPRB digital monitor content and photos on bulletin board.
Update various e-mail distribution lists as directed.
Organize PMMS and PPI research meetings.
Prepare flyers, weekly e-mails, arrangements for outside speakers, catering and update DBBS calendar.
Keep the WUSM calendar up-to-date with meetings and out of town speakers.
Coordinate the Pediatric Student Research Program (PSRP).
Create and update instructions, work with applicants, PI’s, and RA’s from the application and selection stage through the end of program, ensuring requirements of the program are met and schedule students for shadowing experiences (nine months out of year). Utilize Google forms, WUSTL Box, Microsoft Excel, and mail merge.
Schedule an orientation day and a presentation program on the last day – breakfast and/or lunch are both served.
Organize the yearly Department of Pediatrics Research Retreat.
Track third year fellow abstracts and posters. Work with the retreat committee regarding scoring of abstracts.
Send e-mails regarding retreat information and inviting people to speak or present a poster.
Have all contracts signed, RSVP's received, food and plaques ordered, and setup completed the day before the event.
Create programs and nametags.
Work with speakers and PCF regarding their presentations using WUSTL Box.
Children’s Discovery Institute.
Facilitate the invoicing process through the Microsoft Access database.
Review CDI-related publicity prior to going to press.
Serve as a liaison for some administrative issues of the CDI, including meeting set-up and travel arrangements.
Schedule Scientific Advisory Board meetings to review CDI proposals. Set up conference calls for traveling or out-of-town members.
Attend SAB meetings and record minutes.
Plan and arrange the Fall BBQ and annual spring graduation retreats.
Maintain the Markey website (including the schedule, journal article uploads, etc.).
Serve as the main point of contact for Markey students (planned absences, etc.).
Coordinate visiting professors travel, itineraries, honorariums and expense reimbursements.
Organize Markey admission, which includes e-mailing eligible students to encourage applications, sending out applications to admissions committee, collecting scores and sending to current course-masters, and advising of acceptance/rejection.
Coordinate patient visitors and their honorariums, mileage expenses, parking and consultant paperwork.
Submit and keep track of all expenses.
Maintain the Markey finances, budget and ‘fact sheet’.
Perform other duties as assigned.
Coordinate gatherings for events, such as thesis defenses, the annual holiday party, etc.
Assist with special projects as needed.
Equivalent of an associate degree with two to four years of experience in administrative support.
Experience in a university/medical environment.
Skill in organizing resources and establishing priorities.
Ability to coordinate and organize meetings and/or special events.
Advanced computer skills (e.g. Microsoft Office applications).
Ability to interact with students, faculty and/or staff in a team environment.
Strong interpersonal and communication skills.
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.
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.