Administrative Coordinator II - Office of Medical Student Education

Scheduled Hours

40


Position Summary

Advances the goals of the Office of Medical Student Education by providing high-quality administrative coordination to teaching faculty, staff, and MD students across the curriculum. Supports day-to-day operations of program units, coordinates logistics for curricular activities and assessments, manages course materials in the learning management system (LMS), and serves as a professional, responsive point of contact for internal and external stakeholders.

Strong organization, attention to detail, and the ability to manage multiple priorities in a fast-paced, service-oriented environment.


Job Description


Primary

Duties & Responsibilities:



Coordination and Program Support

• Assists OMSE Deans, Director, and Program Managers on education collaborations and cross-functional initiatives; tracks timelines and follows through on action items.
• Serves as a liaison with students, faculty, staff, and other departments on routine operational matters; facilitates meetings and supports problem resolution by routing issues to the appropriate contact.
• Responds to inquiries from faculty, staff, students, and external partners; provides accurate information and routes requests appropriately.

Curriculum and Event Logistics

• Coordinates logistics for student/faculty curricular events and staff meetings, including room reservations, supply and AV needs, and on-site support.
• Assists with scheduling of courses, small-group sessions, lab sessions, and related learning activities; coordinates audience response systems (ARS) and video files as applicable.
• Provides proctoring and logistical support for NBME Shelf Exams in accordance with testing protocols and timelines.

LMS and Course Materials Support

• Maintain online course content within the LMS, ensuring materials, assessments, and announcements are accurate, accessible, and posted according to established schedules.
• Troubleshoot routine LMS issues; escalate complex items to technical support or the manager as appropriate.

Project and Administrative Execution

• Managed delegated projects from initiation to completion, engaging directly with faculty, staff, and students; tracks milestones and ensures timely completion.
• Provides administrative support to OMSE leadership, including calendar coordination, meeting preparation, correspondence, and document editing.
• Prepares and edits correspondence, reports, publications, and assessment materials; compiles survey, courses, and exam data as needed.
• Responds to inquiries from faculty, staff, students, and external partners; provides accurate information and routes requests appropriately.

Operations and Records

• Maintain files and records; perform mailings, photocopying/scanning, and related office tasks; monitor and order office supplies.
• Support routine operational tasks such as maintaining keys/mailboxes, coordinating minor facilities requests, and liaising with vendors on basic service issues.

Team Engagement and Other Duties

• Attendd department meetings, staff meetings, morning huddles, and trainings; contributed updates and followd through on assigned tasks.
• Performd other job-related duties as assigned; provided occasional cross-coverage within OMSE and the Office of Education.

Working Conditions:

Job Location /Working Conditions

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

Physical Effort

• Typically working at desk or table
• Repetitive wrist, hand or finger movement

Equipment

• 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 by the personnel so classified. Management reserves the right to revise or amend duties at any time.


Required Qualifications


Education:
High school diploma or equivalent high school certification or combination of education and/or experience.

Certifications/Professional Licenses:
No specific certification/professional license is required for this position.

Work Experience:
Relevant Experience (3 Years)

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.


Preferred Qualifications


Education:
No additional education unless stated elsewhere in the job posting.

Certifications/Professional Licenses:
No additional certification/professional licenses unless stated elsewhere in the job posting.

Work Experience:
No additional work experience unless stated elsewhere in the job posting.

Skills:
Computer Literacy, Confidentiality, Continuous Learning, Customer Service, Deadline Management, Document Preparation, Effective Written Communication, Financial Applications, Interpersonal Interactions, Microsoft Excel, Microsoft Outlook, Microsoft PowerPoint, Microsoft Word, Office Equipment, Oral Communications, Payroll Systems,…