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.
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.
The Office of the Vice Chancellor for International Affairs (OVCIA) is at the center of Washington University’s global engagement through scholarship and the development of leadership skills in talented graduate and professional degree students through the McDonnell International Scholars Academy (McDonnell Academy). The individual in the Administrative Coordinator position is central to the unit, strategically supporting the varied projects of the OVCIA/McDonnell Academy team and assisting with the administration of daily operations and activities. To fulfill this important role, the coordinator must be organized, analytical, and possess the ability to critically/creatively think and problem solve using sound judgement. Effective communication with all levels of unit is necessary, as is the ability to efficiently work simultaneously across projects with varying degrees of complexity while focusing on attention to detail. In addition to supporting the work of the team, this individual provides front-line assistance to our students, alumni, affiliated faculty, campus, community, and global partners.
PRIMARY DUTIES AND RESPONSIBILITIES:
Administration/Operations: Serves as direct administrative support for VCIA/Director including management of daily calendar and coordination of director-led meetings. Arranges travel and related documentation and materials. Assists with daily organization/execution of office operations as they pertain to general meeting coordination, clerical duties, mail sorting, office maintenance/supply inventory, data entry, and other related administrative duties. Receives office visitors and addresses inquiries in-person and via phone; works independently to manage issues or in consultation/partnership with other team members. Work in collaboration with the Office Manager on ongoing projects related to office/operations efficiency and process improvement.
Communications: Manages inquiries and correspondence in general OVCIA and McDonnell Academy email accounts. Prepares memos and letters (compose/transcribe, edit, printing, distribution), maintains efficient office correspondence and document files.
Logistical Support: Assists in coordination of complex projects, events, and/or special activities related to engagement of the McDonnell Academy and greater WashU community, to include planning of logistics, procurement of facilities and supplies, vendor negotiation, contract management, management of event budget. Works with appropriate team member to plan announcement or publication of event details in mass distribution digital communications. Serves as coordinator responsible for oversight and resolution of special situations that arise during execution of certain events.
Resource Management: Utilizes thorough knowledge of accounting operations, and university and department practices to assist Office Manager in the completion of accounting/accounts payable related tasks. Serves as responsible for intake, review and initial processing of travel reports, check requests, purchase orders, ID’s and all other billing. Reviews departmental procurement card transactions to ensure accuracy of information and submit for approval. Works with the Office Manager to refine financial operations and policies and assist with monitoring use of resources on an on-going basis.
Performs other job duties as assigned.
High school diploma or equivalent high school certification and two years of experience in an office environment.
Undergraduate degree and four or more years of office experience performing similar duties.
In depth competency with University systems and networks.
Experience working with individuals from diverse cultural and educational backgrounds.
Proficient with PC-based programs, such as Microsoft Word, Excel, PowerPoint.
Excellent interpersonal skills and strong written and verbal communication abilities.
Attention to detail and an ability to take initiative and work independently on own or on elements of group projects without extensive direction.
Ability to effectively manage time and execute multiple tasks with varying priority levels and degrees of complexity.
High level of professionalism, diplomacy, confidentiality and patience in handling matters related to University administrators, faculty, students and high-level external contacts.
Resourceful, dependable and flexible and able to handle a high volume of work that requires different functionalities to complete, while maintaining a welcoming office environment.
This position is full-time and works approximately 37.5 hours per week.
Department Name/Job Location:
This position is in the McDonnell International Scholars Academy. This position is for the Danforth Campus.
The ability to travel to on- and off-campus locations is required, as well as remote work as necessitated by business conditions.
The hiring range for this position is $17.48 - $22.29 per hour.
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.