Academic Coordinator - Arts & Sciences

Location: St. Louis, MO 63130 | Scheduled Hours: 37.5 per week

About the Role

Responsible for managing the graduate program in collaboration with the Graduate Chairperson. This includes handling application procedures, monitoring the academic progress of current graduate students, and conducting external surveys to evaluate the program's effectiveness. Additionally, oversee various aspects of the undergraduate program, such as managing exam printing and grading for major courses, textbook orders, desk copies, and processing special grade reports. Ensure courses for both graduate and undergraduate programs are regularly updated in university systems, maintain the university Bulletin, and reflect all program and department-related changes accurately in program materials and documentation.

Responsibilities

• Coordinates and performs daily tasks to ensure the functioning of the administrative office.
• Assists in the development and coordination of programs and projects.
• Develops budgets, monitors expenditures, enters personnel/payroll information in Workday, and runs reports; performs online systems entry for accounts payable, purchasing, budgeting, etc.; may approve financial documents such as check requests, journals, purchase orders, and travel documents.
• Provides advising (answering general questions) to students and faculty; enters/updates student registration and information into appropriate databases.
• Assists with new course listings, provides special formatting for course offerings, and plans/administrates the student advising reporting process.
• Plans logistics and provides administrative support for program courses, meetings, and events, including negotiating with vendors and managing event budgets.
• Manages and updates communications for the school/department/center, including verbal, written, electronic communications, and websites.
• Provides general administrative support, including scheduling appointments, meetings, and travel arrangements.
• Performs other duties as assigned.

Working Conditions

• Normal office environment.
• Ability to travel to various on- and off-campus locations.
• Typically working at a desk or table with repetitive wrist, hand, or finger movement.
• Occasional lifting (25 lbs or less).
• Use of office equipment.

Requirements

• High school diploma or equivalent certification, or a combination of education and/or experience.
• 2 years of administrative experience.

Preferred Qualifications

• Bachelor’s degree.

Skills

• Computer Applications
• Computer Literacy
• Detail-Oriented
• Interpersonal Communication
• Microsoft Access, Excel, Office, Outlook, PowerPoint, Word
• Office Procedures
• Organizing
• Software Program

Pay

$19.29 - $29.91 / hour. The salary range reflects base salaries paid for positions in this job grade across the University. Individual rates within the range will be determined by factors including qualifications, performance, equity with others in the department, market rates, and department budget.

Benefits

• Up to 22 days of vacation, 10 recognized holidays, and sick time.
• Competitive health insurance packages with priority appointments and lower copays/coinsurance.
• Free Metro transit U-Pass for eligible employees.
• Defined contribution (403(b)) Retirement Savings Plan with university contributions starting at 7%.
• Wellness challenges, annual health screenings, mental health resources, mindfulness programs, employee assistance program (EAP), financial resources, and access to dietitians.
• 4 weeks of caregiver leave to bond with a new child.
• Family care resources for childcare and adult care needs.
• Tuition coverage for employees and their families, including dependent undergraduate-level college tuition up to 100% at WashU and 40% elsewhere after seven years of employment.