Administrative Coordinator III (Hybrid) - Emergency Medicine

About the role

Provides administrative support to the Vice Chair of Clinical Research, Department of Emergency Medicine Leadership, and Faculty within the Department Research Section to support the department’s research mission. Works closely with the Vice Chair of Clinical Research to align business needs in coordination with department leadership to meet strategic goals.

Responsibilities

• Handles confidential or sensitive information; drafts and finalizes letters, email messages and other communications.
• Manages V-Chair Research/Director of ECRC and other faculty Outlook calendar and schedules meetings on their behalf.
• Plans and coordinates meetings and events including all details associated with event; negotiates with vendors; oversees, troubleshoots and resolves special situations that arise during event.
• Covers series of meetings that involve contacting presenters, securing project reviewers, creating series of zoom meetings, collecting documents and reporting specific information per instruction of Director or lead PI.
• Maintains departments research related websites.
• Initiates, writes, creates and edits/reviews various communications such as department event schedules, marketing materials, departmental information, program literature and mailings.
• Prepares and updates SciENcv Biosketch, SciENcv Other Support and other documents as requested.
• Affords assistance with various forms and websites regarding needs of the PI. (e.g., Material Transfer Agreement online portal, membership renewals, etc.).
• Arranges domestic and foreign travel for faculty/guests and completes travel reports for PI’s and guest speakers (includes collecting receipts, proof of payment, etc.).
• Coordinates special projects as assigned by the Research Director and Research Faculty and/or administrative leadership.
• Updates and maintains website.
• Distributes opportunity and application information via email and social media.
• Maintains dedicated email inbox.
• Organizes and processes applications.
• Communicates logistics to successful applicants.
• Arranges housing for the EMERGE students.
• Arranges and sets up luncheon seminars and end of program symposium.
• Performs other duties assigned.
• Orders computer hardware.
• Arranges meeting new hire to complete I-9, pick up badge and computer equipment.
• Performs other duties assigned.

Qualifications

• High school diploma or equivalent high school certification or combination of education and/or experience.
• Bachelor's degree preferred.
• Administration and office support (5 years) experience.

Skills

• Administrative Support.
• Computer Applications.
• Interact with All Levels of Management.
• Interpersonal Communication.
• Microsoft Office.
• Office Organization.
• Office Procedures.
• Teamwork.
• Working Independently.

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.