Administrative Coordinator III - Radiology

Location: St. Louis, MO 63110 | Scheduled Hours: 40

About the Role

Provides administrative program support for department or program areas.

Responsibilities

• Assist with scheduling meetings for the Chair with others.
• Ensure outgoing emails are routed to the correct persons for various processes.
• Provide program/project support for research, administrative, and/or academic activities.
• Coordinate 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 documents; coordinate the printing, publishing, and distribution process.
• Plan and coordinate meetings and events, including all details associated with the event; negotiate with vendors; oversee, troubleshoot, and resolve special situations that arise during the event.
• Manage event budget.
• Manage fiscal activities related to the program; draft annual budget, track expenditures, run and analyze reports; oversee accounts payable and purchasing duties for the 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 records, 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.
• Typically sitting at a desk or table.
• Use of office equipment.

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, communication, computer applications, computer literacy, interaction with all levels of management, interpersonal communication, Microsoft Office, multitasking, office organization, office procedures, prioritization, teamwork, working independently, work relationships, and written communication.

Pay

Salary Range: $23.37 - $36.19 / 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 and courses, 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 continued childcare needs and adult care.
• Tuition coverage for you and your family, including dependent undergraduate-level college tuition up to 100% at WashU and 40% elsewhere after seven years of employment.