Administrative Assistant - Center Race, Ethnicity and Equity

Location:

St. Louis, MO 63130
Scheduled

Hours:

37.5

Provides general administrative support for the Center for the Study of Race, Ethnicity & Equity and direct administrative support to the Executive Director of the Center. The position ensures that the Center and the Executive Director’s goals are met in a timely fashion, and coordinates with faculty, staff, and graduate students about financial, payroll, and administrative matters of the Center. Duties include taking notes and providing meeting minutes, keeping the Executive Director’s (ED) calendar, compiling dossiers, and ensuring the ED meets all deadlines.

• Assistant to the Executive Director
• Work directly with the ED to support all aspects of their daily work routine.
• Stay informed about the work of CRE2 and the ED to anticipate areas where administrative support is needed.
• Prepare documents and briefings for the ED’s upcoming meetings and appearances.
• Maintain the ED’s calendar, including scheduling meetings, appointments, speaking engagements, and board meetings; exercise discretion in prioritizing the ED’s time.
• Make arrangements for the ED’s travel (domestic and international).
• Communicate effectively with the ED and staff/leadership of other WashU administrative responsibilities.
• Assist the ED in developing presentations and white papers for internal and external audiences.
• Determine priority of matters for the ED; redirect or handle matters as appropriate.
• Keep the ED advised of time-sensitive issues to ensure appropriate follow‑up.
• Compose and prepare letters and routine correspondence for the ED’s signature.
• Process expense reports for the ED.
• Ensure that the ED (and Center staff) are aware of upcoming commitments.
• Center Support Management
• Serve as the main administrative hub for the Center, acting as liaison between schools and departments.
• Receive and screen the Center’s phone calls and visitors; take messages and direct calls appropriately.
• Serve as primary point of contact for the Center.
• Organize and prepare for meetings, including gathering documents and handling logistics.
• Handle printing, faxing, mail/overnight packages, copying, filing, and email/messages.
• Sort and triage mail; maintain Center e‑mail and other address directories.
• Schedule departmental meetings; assist in agenda preparation and material distribution.
• Transcribe source material, prepare documents, reports, tables and charts; distribute as appropriate.
• Prepare, reconcile, and submit expense reports.
• Maintain electronic filing systems with backups and paper files where necessary.
• Maintain confidential and sensitive information.
• Attend meetings, take notes, and prepare initial drafts of minutes and summaries.
• Order supplies for the office and coordinate office facilities needs.
• Prepare and review documentation for travel and expense reimbursements.
• Organize and manage Center-related travel.
• Assess and purchase office equipment as needed.
• Maintain accurate electronic databases, spreadsheets, and tracking systems related to grants, fellowships, events, communications, budgets, and other Center operations.
• Regularly audit records for completeness, accuracy, and consistency; generate reports as requested.
• Assist with monitoring expenditures; enter documents or data into online systems involving accounts payable, purchasing, budgeting, etc.; may approve financial documents in Workday.
• Prepare, reconcile, and accurately track financial transactions, reimbursements, procurement card purchases, and budget activity.
• Verify supporting documentation and ensure compliance with university financial policies.
• Work closely with the project coordinator to manage and maintain the Center's website, ensuring content is accurate, current, and accessible.
• Review work products for completeness, accuracy, and consistency before submission; proactively identify discrepancies.
• Exercise independent judgment, identify potential issues, seek clarification, and ensure timely follow‑through.
• Event support as required.

Job Location:

Normal office environment. Ability to travel to various on‑ and off‑campus locations. Physical Effort:
Typically working at desk or table,…