Administrative Assistant - Administration - OFMD

Position Summary

Position provides administrative support and day-to-day office operations for the Vice Chancellor of Enterprise Physical Operations, Infrastructure, Capital Programs, and Real Estate. This role ensures consistent, integral, and accurate coordination of office processes, providing superior support to the Vice Chancellor and the administrative team.

• Encompasses approximately 75% scheduling/calendar management and 25% operations.
• Manages schedule coordination of diverse and complex appointments, meetings, and travel arrangements for the Vice Chancellor, works collaboratively and effectively with C‑suite campus partners, schedules and maintains daily appointments, coordinates meeting details, and confirmations.
• Assists with logistical support and preparation for meetings, including presentations, agendas, meeting minutes, arranging locations and meeting room reservations, catering, parking arrangements, materials, and communications.
• Maintains accurate and efficient filing of documents, prioritizing the Vice Chancellor’s files. Ensures all confidential administrative and correspondence files are maintained and available as needed.
• Types and composes a variety of documents, creates mail merges, and manages electronic and hard‑copy files.
• Assists with maintaining and updating pertinent contact information, directories, departmental lists, email lists, and databases.
• Receives, sorts, and distributes mail.
• Maintains office supply inventory, coordinates purchases as needed, and manages purchase order and work order requests applicable to office operations.
• Answers the phone and screens calls, providing information in accordance with organization policy. Greets and directs visitors, ensuring office confidentiality is always maintained.
• Responds to inquiries within the scope of responsibility using discretion and independent judgment to solve problems and resolve issues. Provides information and answers both internal and external inquiries about assigned processes and projects.
• Assists with proofreading and editing various communications, presentations, reports, departmental information, program literature, and mailings; coordinates the printing, publishing, and distribution process as applicable.
• Prepares expense reports and reimbursement requests in accordance with guidelines.
• Provides support with scheduling conference rooms for the administrative team.
• Performs other duties as assigned.

Normal office environment.

• Typically working at desk or table.
• Repetitive wrist, hand or finger movement.
• Occasional lifting (25 lbs. or less).
• Ability to travel to various on- and off-campus locations.

• Office equipment.

Required:

High school diploma or equivalent or combination of education and/or experience. Preferred:
Bachelor’s degree.

Certifications:

None required.

Work Experience:

Relevant experience 2 years.

Skills:

Business Acumen, Computer Literacy, Critical Thinking, Customer Service, Interpersonal Communication, Microsoft Access, Microsoft Excel, Microsoft Office, Microsoft Outlook, Microsoft PowerPoint, Microsoft Teams, Microsoft Word, Office Procedures, Oral Communications, Organizational Commitment, Professional Integrity, Sound Judgment, Strive for Excellence, Teamwork, Working Independently, Written Communication, Zoom Video.

Driver’s License:
Not required.

G07‑H

$19.29 - $29.91 / Hourly

• 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, employee contributions and university contributions starting at 7%.

• Wellness challenges, annual health screenings, mental health resources, mindfulness programs and courses, employee assistance program, financial resources, access to dietitians.

• 4 weeks of caregiver leave to bond with a new child.
• Tuition coverage for employee and family: 100% at WashU and 40% elsewhere after seven years.

Washington University in St. Louis is committed to the principles and practices of equal employment opportunity. It is the University’s policy to provide equal opportunity and access to persons in all job titles without regard to race, ethnicity, color, national origin, citizenship (where prohibited by federal law), age, religion, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or genetic information.