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 Pathology & Immunology.� The position is located at the BJC Institute of Health.� This position is for the Medical School Campus.
Position provides day-to-day administrative, operational, and fiscal program assistance and support to the Vice Chairs and Office of Faculty Development, which requires considerable judgment, tact, creativity, and initiative. Functions with a high degree of independence and with a high level of organizational skill in areas of schedules, projects, meetings, budgets, newsletter, and website.� Responds to questions and inquiries and makes decisions, when appropriate, in the absence of the Vice Chair according to organizational policies and procedures.� Position may also assist Senior Manager, Department Administration with human resources and payroll related to department faculty.
PRIMARY DUTIES AND RESPONSIBILITIES:
Anticipates and prepares materials needed by the Vice Chair for conferences, meetings, appointments, and telephone calls.
Interprets and adapts guidelines, including policies, precedents, and practices not always completely applicable to changing situations.
Reads publications, regulations and directives and takes action as appropriate.
Prepares and processes confidential correspondence, special reports, agendas, summaries or replies to inquiries.
Assists with administrative details, usually of a confidential nature.
Composes a variety of materials, including letters, memos, agendas, minutes, confidential reports and correspondence with responsibility for format, arrangement of attachments, professional appearance, correct spelling and grammar.
Notes commitments made by Department Vice-Chair(s) during meetings and arrange for implementation or follow-up.
Schedules appointments, gives information to callers and responds to callers inquires.
Greets guests, ascertains nature of business and handles situations as appropriate.
Performs independent research and coordinates data for reports and presentations.
Interfaces and works with other University departments.
Maintains department demographic data.
Maintains the program budget.
Assists with the onboarding of new faculty.
Bachelor’s degree or equivalent experience of five years in business or a health-related field.
Bachelor’s degree or equivalent experience of five years in program coordination in a business or a health-related field.
Pleasant and professional interpersonal skills.
Three to five years of experience in program coordination or project management.
Experience with grants, marketing, program planning, budget management, website development, and experience in a medical and educational environment.
Ability to use discretion and independent judgment, work under pressure and adhere to short deadlines.
Organizational, verbal and written skills.
Ability to handle multiple situations with tact and a service-oriented attitude.
Ability to supervise/direct secretarial personnel.
Ability to handle confidential material and monitor spending.
Skill in organizing resources and establishing priorities.
Knowledge of finance, accounting, budgeting, and cost control procedures.
Ability to coordinate and organize meetings and/or special events.
Advanced writing and editorial skills.
Knowledge of communication principles, media, and marketing techniques.
Ability to interact with trainees, faculty and/or staff in a team environment.
Knowledge of office practices and procedures
Knowledge of computing hardware and software resources, including web and database activity.
Interpersonal/human relations skills.
Program planning & coordination skills with considerable independence.
Organization/planning skills with the ability to multi-task.
Accounting skills for budget purposes.
Ability to compose and edit correspondence with considerable independence.
Ability to prepare reports and publications.
Ability to manage multiple tasks simultaneously to meet deadlines.
Ability to type and operate a computer, various software (Word, Excel, PowerPoint), and modern office equipment.
The hiring range for this position is $51,293 - $66,685 annually.
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.