Administrative Coordinator - Arts and Sciences, Mathematics

Position: Administrative Coordinator I - Arts and Sciences, Mathematics
Scheduled Hours

37.5

Position Summary

Provide executive and administrative support to the Department Chair while managing departmental office operations, events, communications, and general administrative functions. Ensure the department office operates efficiently and provides excellent service to faculty, students, staff, and visitors.

Job Description

Primary

Duties & Responsibilities:

* Provide executive and administrative support to the Chair of the Department, including maintaining the Chair's calendar, scheduling meetings, assisting callers and visitors, preparing correspondence, and maintaining files. Assist the Chair and faculty search committees with searches for postdoctoral lecturers and tenure-track faculty, serve as the primary contact for applicants, post positions in Math Jobs and other recruitment sites, and compile materials for Affirmative Action review.

Assist the Chair with promotion and tenure documentation for faculty cases.

* Manage the Mathematics Department office to ensure operations run smoothly and all faculty, staff, student, and visitor needs are met in an efficient and professional manner. Welcome visitors, distribute mail, order office supplies and seminar refreshments, and serve as the first point of contact for departmental vendors and university service partners. Coordinate with Procurement, Facilities, Accounts Payable, and other campus partners to resolve issues and support departmental needs.

* Coordinate departmental events such as seminars, colloquia, conferences, awards ceremonies, and receptions. Responsibilities include securing rooms, creating flyers and announcements, sending event reminders, ordering food, and arranging room setup and cleanup services.

* Schedule classrooms, conference rooms, and temporary offices for visitors and events. Coordinate building repairs, maintenance, cleaning requests, key requests, equipment servicing, and other facilities-related needs. Manage departmental email accounts and respond to general inquiries.

* Oversee departmental communications and materials, including announcements, flyers, faculty and staff directories, and general website oversight for the department.

* Perform other duties as assigned.

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

* Occasional lifting (25 lbs or less)

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:

Administrative (2 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:

Bachelor's degree

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 Applications, Computer Literacy, Detail-Oriented, Interpersonal Communication, Microsoft Access, Microsoft Excel, Microsoft Office, Microsoft Outlook, Microsoft PowerPoint, Microsoft Word, Office Procedures, Organizing, Software Program

Grade

G07-H

Salary Range

$19.29 - $29.91 / Hourly

The salary range reflects base salaries paid for positions in a given job grade across the University. Individual rates within the range will be determined by factors including one's qualifications and performance, equity with…