Administrative Coordinator III - Psychiatry

Location: St. Louis, MO 63108 | Scheduled Hours: 40

About the role

The Neurogenomics and Informatics Center is a multidisciplinary team working at the forefront of personalized medicine. The goal of the center is to understand the biology of neurodegeneration by using high-dimensional omic data and functional genomic approaches. We are looking for an experienced Administrative Coordinator to work directly with the center director. The Administrative Coordinator assists the Center Director in administration of financial and operating procedures and programs, and coordinates and manages human resources, purchasing, and financial management for the department or division. This position performs administrative duties of a complex and confidential nature in support of the director and senior management, and may supervise assigned nonexempt staff.

Responsibilities

• Provides high-level administrative support for the principal investigator using considerable judgment, tact, creativity, and initiative. Works closely to ensure that project deadlines are met, time and meetings are used efficiently, responses are well-coordinated, and travel is meticulously planned.
• Ensures most efficient use of Director’s time by anticipating and preparing daily schedule. Schedules, prioritizes, and maintains appointment calendar. Assists with emails and preparing tasks. Anticipates and ensures that all meeting details, confirmations, and back-up materials are in order.
• Provides program/project support for research, administrative, and/or academic activities. Coordinates and provides oversight for complex projects. Works with advanced Microsoft Outlook, OneNote, OneDrive, Box, Zoom, Word, Adobe PDF, DocuSign, etc. Knowledge of various organizational and productivity methods (Notion, Trello, Planner) is preferred.
• Initiates, writes, creates, and edits/reviews various communications such as newsletters, event schedules, marketing materials, departmental information, program literature, and mailings; uses desktop publishing software to lay out documents; coordinates the printing, publishing, and distribution process.
• Sorts the Director's incoming mail, prioritizing and responding where appropriate.
• Composes and/or edits a variety of materials for the Director including letters, memos, contracts, and general correspondence with responsibility for formatting, spelling, grammar, and required attachments. Anticipates and prepares materials needed by the Director for meetings and ensures that materials are filed as appropriate.
• Assists in the preparation of grant proposals and applications to include compilation of data and preparation of budget expenditures; monitors and verifies expenditures; ensures compliance with University and sponsoring agency policies and procedures; prepares administrative reports for submission to sponsoring agency.
• Conducts research, drafts written material, and produces presentation slides and charts for the Director.
• Facilitates all visiting faculty and trainee visits. Tracks all expenses and reconciles budget at the end of the fiscal year.
• Coordinates itineraries and travel arrangements with visiting lecturers and faculty hosts; organizes all aspects of lectures including technical support, receptions, and post-lecture dinners.
• Works with visiting lecturers, faculty, and student leaders to develop and organize meaningful experiences outside of scheduled lectures.
• Acts as liaison between the Director and school, university, and community constituents. Greets visitors, receives and screens telephone calls, takes accurate messages, and keeps the Director informed of the identity and nature of calls and visits during his/her absence. Uses discretion in responding on behalf of Director if information is known and prioritizes callbacks.
• Assists and advises the center director and staff members of budgetary and related problems; prepares initial budgetary recommendations for approval by the director by considering past requirements and expenditures and present program plans.
• Plans and conducts meetings with subordinates to ensure compliance with established procedures, to implement new policies, and to keep employees abreast of changes and current standards.
• Maintains liaison with all levels of administration to coordinate department business, accomplish directives, and facilitate the resolution of problems.
• Prepares financial and operational reports and analyses reflecting progress, adverse trends, and appropriate recommendations or conclusions.
• Coordinates various personnel functions including, but not limited to, hiring, disciplinary actions, and vacation schedules.
• May supervise and coordinate the work of designated employees, reviewing completed work for adherence to instructions or correctness.
• Performs administrative duties of a complex and confidential nature in support of senior management.
• Organizes center events/conferences, town halls, etc.
• Performs other duties as assigned.

Requirements

• High school diploma or equivalent high school certification or combination of education and/or experience.
• 5 years of administration and office support experience.

Qualifications

• Bachelor’s degree (preferred).
• 2 years of relevant experience (preferred).
• Skills in administrative support, computer applications, interaction with all levels of management, interpersonal communication, Microsoft Office, office organization, office procedures, scheduling, team communication, teamwork, time management, and working independently.

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 and courses, 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 needs.
• Coverage of tuition costs for employees and their family, including dependent undergraduate-level college tuition up to 100% at WashU and 40% elsewhere after seven years.

Pay

$23.37 - $36.19 / Hourly