Administrative Assistant III - Neuroscience

Scheduled Hours

40

Provides comprehensive administrative and operational support for an academic department, with a primary focus on faculty lifecycle activities and department operations. Supports faculty recruitment, appointments, tenure and promotion tracking, and academic events, while also serving as a key administrative partner to departmental leadership.

Provides standard administrative coordination duties, manages complex faculty-related data, supports departmental governance processes, coordinates major faculty events, and provides high-level administrative backup to the Executive Assistant to the Chair as needed.

Primary

Duties & Responsibilities:

• Coordinates administrative processes related to faculty recruitment, including search logistics, interview scheduling, candidate materials, and coordination with internal stakeholders.
• Develops, maintains, and audits faculty tracking systems for tenure, promotion, sabbatical eligibility, contract milestones, and key academic deadlines.
• Monitors timelines and proactively notify faculty and leadership of upcoming actions, required documentation, and institutional deadlines.
• Prepares and organizes faculty materials for review committees, department leadership, and external submissions, ensuring accuracy and compliance with institutional policies.

• Serves as department committee secretary for assigned committees, including scheduling meetings, preparing agendas, recording minutes, tracking action items, and maintaining official records.
• Maintains and updates the department’s sections for the WashU Medicine Bulletin.

• Organizes complex meetings involving faculty, leadership, and external participants (e.g., Faculty Retreat, Whole of Department Meeting), including scheduling, materials preparation, room reservations, and follow-up documentation.
• Anticipates meeting needs and provides proactive administrative support to ensure efficient and effective outcomes.

• Provides comprehensive administrative and operational support for an academic department, with a primary focus on faculty lifecycle activities and department operations. Supports faculty recruitment, appointments, tenure and promotion tracking, and academic events, while also serving as a key administrative partner to departmental leadership.
• Provides standard administrative coordination duties, manages complex faculty-related data, supports departmental governance processes, coordinates major faculty events, and provides high-level administrative backup to the Executive Assistant to the Chair as needed.

• Maintains accurate electronic and paper records related to faculty affairs, appointments, and department operations.
• Administers departmental surveys electronically, including survey distribution, basic analysis, and documentation.
• Generates reports, summaries, and status updates for leadership related to faculty metrics, timelines, and operational needs.
• Identifies opportunities to improve administrative workflows, tracking tools, and documentation processes; assist with implementation of updated procedures.

• Acts as a central point of contact for faculty administrative questions related to appointments, timelines, and department processes.
• Collaborates with other administrative staff to ensure consistent coverage and shared knowledge across the department.
• Provides cross-functional administrative support as needed to maintain smooth daily operations.
• Performs other duties as assigned.

Job Location/Working Conditions

• Normal office environment
• Ability to travel to various on- and off-campus locations

• Typically working at desk or table
• Repetitive wrist, hand or finger movement
• Occasional lifting (25 lbs or less)

• Office equipment

The above statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all job duties performed…