Scheduled Hours

37.5

Position Summary

This role serves as the primary administrative coordinator for the College Writing Program. The coordinator provides support to the Director and Assistant Directors in the College Writing Program, including fundamental office/administrative duties, data maintenance, student records upkeep, course listings/ evaluations, and faculty/student support. This role works with constituents across the university, with the end goal of providing support to enable the College Writing Programâ™s teaching and research endeavors to flourish.

Job Description

Primary Duties and Responsibilities

General Office and Program Support

• Provide clerical support, including preparing general correspondence, receiving visitors, telephone calls, and email requests; schedule common spaces; maintain department files and records; order office supplies; maintain required inventories.
• Serve as the first line of communication between the program and students, advisors, applicants, vendors, departments, facilities, and campus groups.
• Maintain reception office, conference room, storage, and hallway spaces. 
• Coordinate faculty office assignments and monitor office technology and facilities (printer, copier, computers, furniture).
• Assist with copying and manage mail distribution.
• Serve as reception for days in the office.
• Create, distribute, and collect faculty contracts each semester.
• Provide administrative support for Director and Assistant Directors and also provide support for faculty-led projects as time permits.

General Office and Program Support

• Work with Director to implement semester course offerings and maintain course listing data in SIS/WUCRSL.
• Assist faculty with special classroom requests and needs (e.g. A/V), grade submissions, and book orders.
• Maintain student records in coordination with Registrar and College Deanâ™s Office.
• Manage section listings, open seats, waitlists, and rosters. 
• Collect, file, and distribute student work to program assessment and writing prize committees.  Assist Director and Assistant Directors in compiling data and material for yearly assessment reports and special research projects. 

Student Support

• Work closely with the Director, Assistant Directors and the College Office to assign placements for all first-year students in a required writing course, including assistance with summer Writing Placement Exam. 
• Notify first-year and transfer students of special placements and field questions from advisors and students about course requirements. 
• Process and resolve student enrollment requests during and following course registration period.
• Run end of semester reports on students who have not satisfied the first-year writing requirement, and track student progress through preparatory courses, College Writing, and writing tutorials. 

Event Management and Planning

• Assist director in scheduling and planning meetings, events, programs, and workshops.
• Coordinate event space and arrange food.
• Prepare name tags, signage, programs, etc. as needed.
• Coordinate details for the day of the event including set-up, tear down, recruiting of volunteers, and other logistics.
• Manage event communication and promotional marketing at the direction of the Director.
• Complete other tasks that may arise.

Record Keeping

• Update and maintain programâ™s digital shared drive, which includes curricular material, instructor files, student data, and workflow reports. 
• Manage office filing system, including workflow reports, job records, instructional support material and student information.  
• Track office budget and expenses.

Website and Communications

• Maintain Program website including updating instructor profiles, course information, and posting events and announcements. 
• Support Assistant Directors, as needed, with maintaining online curricular support materials including workshop agendas, program forms, assignments, and readings.
• Coordinate newsletters, brochures, and other publications; maintain information in course catalogs and school informational resources (e.g., Bulletin).
• Work with other academic departments and programs to share information and coordinate activities.

Perform other duties as assigned

Working Conditions

Workstation in office setting. Must be able to move to various campus locations, set up tables and materials, and lift boxes of program supplies.

Preferred Qualifications

• College degree.
• Previous experience in higher education administration and five years office experience.
• Experience with Microsoft Office Products (Word, Excel and PowerPoint) or equivalent applications.
• Collaborating in a team environment.
• Excellent time management and organizational skills, ability to prioritize and multi-task.
• Ability to work accurately with numbers.
• Strong interpersonal skills; excellent oral and written communications skills; strong computer skills.
• Ability to work both independently and in a group.
• Punctuality, dependability, and responsiveness.
• Ability to understand and interest in the complexities of the academic setting; discretion and confidentiality.

Required Qualifications

• High school diploma or equivalent high school certification.
• Two years of administrative office experience.

Grade

G07-H

Salary Range

$18.91 - $29.32 / Hourly

The salary range reflects base salaries paid for positions in a given job grade across the University. Individual rates within the range will be determined by factors including one's qualifications and performance, equity with others in the department, market rates for positions within the same grade and department budget.

Accommodation

If you are unable to use our online application system and would like an accommodation, please email [email protected] or call the dedicated accommodation inquiry number at 314-935-1149 and leave a voicemail with the nature of your request.

Pre-Employment Screening

All external candidates receiving an offer for employment will be required to submit to pre-employment screening for this position. The screenings will include criminal background check and, as applicable for the position, other background checks, drug screen, an 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.

Benefits Statement

Personal

• Up to 22 days of vacation, 10 recognized holidays, and sick time.

• Competitive health insurance packages with priority appointments and lower copays/coinsurance.

• Want to Live Near Your Work and/or improve your commute? Take advantage of our free Metro transit U-Pass for eligible employees. We also offer a forgivable home loan of up to $12,500 for closing costs and a down payment for homes in eligible neighborhoods.

• WashU provides eligible employees with a defined contribution (403(b)) Retirement Savings Plan, which combines employee contributions and university contributions starting at 7%.

Wellness

• Wellness challenges, annual health screenings, mental health resources, mindfulness programs and courses, employee assistance program (EAP), financial resources, access to dietitians, and more!

Family

• We offer 4 weeks of caregiver leave to bond with your new child. Family care resources are also available for your continued childcare needs. Need adult care? Weâ™ve got you covered.

• WashU covers the cost of tuition for you and your family, including dependent undergraduate-level college tuition up to 100% at WashU and 40% elsewhere after seven years with us.

For policies, detailed benefits, and eligibility, please visit: https://hr.wustl.edu/benefits/

EEO/AA Statement

Washington University in St. Louis is committed to the principles and practices of equal employment opportunity and especially encourages applications by those from underrepresented groups. It is the Universityâ™s policy to provide equal opportunity and access to persons in all job titles without regard to race, ethnicity, color, national origin, age, religion, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or genetic information.

Diversity Statement

Washington University is dedicated to building a diverse community of individuals who are committed to contributing to an inclusive environment â“ fostering respect for all and welcoming individuals from diverse backgrounds, experiences and perspectives. Individuals with a commitment to these values are encouraged to apply.

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