Administrative Coordinator III (Hybrid) - Neurology
About the role
Supports the administrative and strategic needs of executive leadership by providing high-level executive administrative support to leadership. Manages complex calendars, communications, travel logistics, and confidential information while coordinating projects and operational workflows to maximize executive and team productivity.
Primary Duties & Responsibilities
60% scheduling/calendar and email management
30% project management
10% operations
Provide program/project support for research, administrative and/or academic activities.
Cookordinate and provide oversight for complex projects.
Manage or coordinate departmental activities, e.g. personnel and payroll records, purchasing functions, etc.
Ensure inquiries are addressed and resolved.
Regularly handle confidential or sensitive information; draft and finalize letters, email messages and other communications.
Initiate, write, create and edit/review various communications such as newsletters, event schedules, marketing materials, departmental information, program literature and mailings; use desktop publishing software to lay out document; coordinate the printing, publishing and distribution process.
Plan and coordinate meetings and events, including all details associated with event; negotiate with vendors; oversee, troubleshoot and resolve special situations that arise during event.
Manage event budget.
Manage fiscal activities related to program; draft annual budget, track expenditures run and analyze reports; oversee accounts payable and purchasing duties for department; perform or oversee all online systems entry of documents or data involving accounts payable, purchasing, budgeting, etc.; approve financial documents such as check requests, journals, purchase orders, travel documents, etc.
May coordinate submission of research proposals/grants; compile, monitor, review and analyze grant spending.
Guide production, formatting and quality of all publications, presentations and related materials.
May schedule courses, classrooms and laboratories; serve as primary student/parent contact, answer general questions, provide solutions and referrals for questions and problems; serve as liaison to and assist faculty; coordinate faculty recruitment efforts, assist with tenure review process, faculty reviews, faculty records, etc.
Maintain student record files utilizing databases; respond to inquiries from students; maintain online grade records; may review student academic record, transcripts, review requirements, meet with prospective students and families, prepare admission documents and letters.
Provide administrative support, including complex calendar scheduling, appointments, travel and engagements.
Perform other duties as assigned.
Working Conditions
Normal office environment
Physical Effort: Typically sitting at a desk or table
Equipment: Office equipment
Education
Required Qualifications: High school diploma or equivalent high school certification or combination of education and/or experience.
Preferred Qualifications: Bachelor's degree
Skills
Not Applicable
Driver's License
A driver's license is not required for this position.
More About This Job
WashU seeks highly motivated individuals who are able to perform duties in a manner consistent with our core mission and guiding principles.
Education
Required Qualifications: High school diploma or equivalent high school certification or combination of education and/or experience.
Preferred Qualifications: Bachelor's degree
Work Experience
Administration And Office Support (5 Years)
Skills
Administrative Support, Computer Applications, Interact with All Levels of Management, Interpersonal Communication, Microsoft Office, Office Organization, Office Procedures, Teamwork, Working Independently
Pay
$23.37 - $36.19 / Hourly
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.
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
- We offer 4 weeks of caregiver leave to bond with your new child.
- Family care resources are also available for your continued childcare needs.
- We’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.
EEO Statement
Washington University in St. Louis is committed to the principles and practices of equal employment opportunity. It is the University’s policy to provide equal opportunity and access to persons in all job titles without regard to race, ethnicity, color, national origin, citizenship (where prohibited by federal law), age, religion, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or genetic information.