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 40 hours per week.
Department Name/Job Location:
This position is in the Department of Ob/Gyn. This position is for the Medical School Campus.
Under general supervision, performs administrative duties for programs in the Department of Obstetrics and Gynecology.� Serves as a resource to program scholars.� Responsible for the organization of recruitment, scholar selection, orientations, educational workshops and seminars, and networking and development events.� Ability to function independently and with a high level of organizational skill to manage schedules, projects, meetings, databases, budgets, newsletters, websites, and online learning platforms.
PRIMARY DUTIES AND RESPONSIBILITIES:
Coordination of Training Programs and Participants
Works with scholars, instructors, committee members, and other program coordinators to fulfill the goals and objectives of the training programs.
Creates marketing materials and provides support for recruitment of new scholars.
Manages program applications and serves as the point of contact for program applicants.
Organizes meetings for the selection of candidates and manages applicant data for program review committees.
Oversees onboarding for new scholars.
Maintains program webpages.
Distributes announcements and newsletters to program scholars and mentors, and appropriate parties.
Maintains reference materials, creates standardized document templates, and distributes resources as needed.
Generates documentation for program activities, including the preparation of manuals, education materials, committee notes, marketing materials, admission letters and scholar handbooks.
Other duties as assigned by Vice Chair of Research and Training Program Directors.
Planning of Program Events and Educational Workshops and Seminars
Coordinates and provides administrative support for all program activities, conference calls, retreats, seminars, workshops, journal clubs and other activities of the programs.
Organizes marketing and recruitment events, as needed.
Plans and provides orientation for all new scholars.
Manages visiting faculty visits, including planning itineraries, scheduling meetings, and marketing lectures.
Oversees steering committee and internal and external advisory board meetings.
Collaborates with other Ob/Gyn staff members to host networking and social events.
Communicates program activity progress and problems to the Vice Chair of Research and Training Directors, keeping detailed minutes for weekly meetings.
Monitors scholar progress including IRB and IACUC approvals, completion of coursework and training sessions, publications, and grant submissions.
Responds to incoming data and report requests received from Principal Investigators, department administrators, other central offices, media, outside institutions, etc.
Works with Division Administrator and Grants administrators to monitor and track scholar research expenses and appointments.
Updates scholar database with relevant publication, research, mentor and course enrollment details.
Provides program information for various newsletters, websites, presentations, and meetings.
Assists Vice Chair and Program Directors with preparation of required grant documentation, submissions, and progress reports.
High school diploma or equivalent high school certification.
Two to four years of related experience.
Master's degree and three to five years of experience in program coordination or project management.
Experience in a medical, research or educational environment.
Pleasant and professional interpersonal skills are essential.
Strong English, spelling and grammar skills.
Ability to interact professionally with diverse groups of faculty, students and staff.
Strong organizational skills.
Ability to exercise sound judgment in establishing priorities.
Willingness to work cooperatively as well as independently.
Responsive to change and innovation.
Demonstrate high level of attention to details.
Able to follow established procedures and maintain very high degree of accuracy.
Positive attitude, strong work ethic, dependability, and an ability to be flexible and think quickly in a fast-paced, multi-tasking environment.
Experience with Qualtrics, website development, online learning platforms and Washington University systems.
Ability to efficiently prioritize and complete projects, organize time, and work independently.
Ability to handle confidential material, and monitor spending.
Excellent written and oral communication skills.
Computer literacy in Microsoft Office (including PowerPoint, Excel, and Word), Adobe Acrobat, and experience with mail merge and relational databases necessary.
Familiar with database development and maintenance.
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.
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.
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.