Administrative Coordinator I - Arts and Sciences

About the role

This role will provide substantial assistance to faculty and staff for various forms of communication within and outside the department, support existing and planned department spaces and electronic resources, and coordinate departmental events. This position is a back-up for staffing the department office. The person in this position works with faculty, staff, and students in the department and acts as a liaison with other entities in the university.

Responsibilities

• Manage all department spaces-offices, labs, seminar rooms, and materials storage: Act as liaison with Facilities Planning and Management, WFF, Card Access, and external vendors to ensure McMillan Hall and all materials and technology within are fully functional.
• Manage building problems and crises with promptness by contacting relevant contractors and university departments, taking special care to protect resources and specimens (at times this requires after-hours emergency calls).
• Oversee construction, renovation, and maintenance projects.
• Process work orders and follow up to make sure work is complete.
• Work with Business Manager and Department Chair to assign office/lab space.
• Cook up interdepartmental moves.
• Annually conduct the Archibus space survey.
• Update and maintain department list of equipment and serial numbers for department, A&S, and floater insurance purposes.
• Partner with Business Manager for approval of all building-related expenses.
• Manage Department And Program Events: Manage department event calendar.
• Book travel, hotel, and organize itineraries for visitors.
• Advertise speakers across campus mediums (newsletter, website, social media, Ampersand, and The Record, etc.).
• Act as liaison with university and other services for event logistics including reserving space, procurement of food and supplies, and set-up and breakdown of event space.
• Partner with Business Manager for approval of all event-related expenses.
• Coordinate and supervise receptions for regular department colloquia and job talks (requires periodic evening hours).
• Send weekly events email to department.
• Website, Publication, And Social Media Administration: Update and provide ongoing maintenance of website for department.
• Maintain inventory of data and images of department research, events, and awards.
• Update and maintain department social media accounts.
• Contribute to department publications, flyers, and newsletter.
• Schedule staff, graduate student, and faculty photos.
• Keep all photos current on Department website and in Departmental displays.
• Manage annual department photo contest.
• Provide Back-up Support Of Main Office: Staff office when the Department’s other Administrative Coordinator is not present.
• Answer phone and assist students and visitors with questions.
• Contribute to general office endeavors in support of the department needs.
• Distribute mail and packages.
• Special projects for the Business Manager and Department Chair as needed.
• Cook up Lab Safety And Maintenance: Act as liaison with university safety committees/attend meetings on lab safety.
• Cook up department lab training and safety protocols.
• Keep department current with university lab and environmental policies.
• Maintain labs, schedule cleaning of grease traps, HVAC, and specialized equipment.
• Manage Technology: Maintain and troubleshoot department technology including computers, dongles, webcams, etc.
• Assemble as liaison with Arts and Sciences Computing for computer and wireless services.

Qualifications

• High school diploma or equivalent high school certification or combination of education and/or experience.
• Bachelor's degree preferred.
• Prior knowledge of Workday preferred.
• Prior experience in managing multiple outside vendors preferred.

Skills

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

Benefits

Personal: Up to 22 days of vacation, 10 recognized holidays, and sick time.
Competitive health insurance packages with priority appointments and lower copays/coinsurance.
Take advantage of our free Metro transit U-Pass for eligible employees.
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. 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.