Administrative Assistant II - General Internal Medicine

Location: Saint Louis, MO 63110

About the role

Coordinates office functions, programs, and schedules; provides administrative services, and performs specialized/technical duties with minimum supervision.

Responsibilities

• Schedules diverse and complex appointments, meetings, and travel arrangements. May prepare complex itineraries.
• Schedules and maintains daily appointment calendars, coordinates meeting details and confirmations.
• Prepares travel expense reimbursement according to guidelines.
• Provides administrative support to assigned staff. Types and composes a variety of documents, creates mail merges, and manages electronic and hard copy files.
• Receives, sorts, and distributes mail.
• Edits, proofreads, and occasionally drafts communications such as newsletters, event schedules, marketing materials, departmental information, program literature, and mailings; coordinates the printing, publishing, and distribution process.
• Provides logistical support and preparation for presentations, training, interviews, workshops, and special events that occur on- and off-campus (e.g., arranges location, orders food, assembles materials, schedules speakers, prepares sign-in sheets and name badges, arranges parking, etc.).
• Updates training materials, case studies, etc., as needed.
• Serves as point of contact for scheduling classrooms and lecture halls.
• Tracks and monitors expenses for department. Assists in budget planning. Enters transactions in financial system; may approve transactions and run/review reports.
• Enters personnel/payroll information in HR system.
• May assist in preparing contract budgets, grant applications, proposals, status reports, and financial statements.
• Coordinates purchase order requests and work order requests.
• Maintains office supply inventory and coordinates purchase of supplies as needed.
• Maintains/updates contact information, directories, departmental lists, email lists, and databases. May be responsible for updating/maintaining routine web pages and social networking sites.
• Answers phones, greets and directs visitors, and ensures confidentiality of office is maintained at all times.
• Performs other duties as assigned.

Working Conditions

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

Requirements

• High school diploma or equivalent high school certification or combination of education and/or experience.
• 2 years of relevant experience.

Preferred Qualifications

• Bachelor’s degree.

Skills

• Computer literacy.
• Interpersonal communication.
• Microsoft Access, Microsoft Excel, Microsoft Office, Microsoft Outlook, Microsoft PowerPoint, Microsoft Word.
• Office procedures.
• Oral and written communication.
• Teamwork.
• Working independently.

Pay

$19.29 - $29.91 / Hourly

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, combining employee contributions and university contributions starting at 7%.
• Wellness challenges, annual health screenings, mental health resources, mindfulness programs, employee assistance program (EAP), financial resources, access to dietitians, and more.
• 4 weeks of caregiver leave to bond with a new child.
• Family care resources for childcare needs.
• Tuition coverage for you and your family, including dependent undergraduate-level college tuition up to 100% at WashU and 40% elsewhere after seven years.