Administrative Assistant III; Hybrid - Radiology

Position Summary

The Administrative Assistant will provide day‑to‑day administrative and clerical support to faculty, staff, and program leaders within the School of Medicine. Responsibilities include managing calendars, scheduling meetings, coordinating travel and events, preparing documents, reports, and presentations, handling phone and email communication, greeting visitors, maintaining records and files, and supporting data entry and basic office bookkeeping. The role also oversees administrative and financial activities of the WUSM Radioactive Drug Research Committee (RDRC), coordinating meetings, preparing agendas and minutes, screening protocol documents, monitoring and processing protocol documentation for new projects and ongoing reviews, preparing correspondence, tracking recertifications and quarterly progress reports, maintaining the RDRC database, and preparing annual reports to the FDA.

The position will collaborate with multiple departments to ensure smooth office operations and timely completion of administrative processes. This full‑time hybrid role is based in St. Louis, MO.

• Manage calendars, schedule meetings, and coordinate travel and events for faculty and staff.
• Prepare and edit documents, reports, and presentations, including confidential materials.
• Handle phone and email communication, greet visitors, and maintain organized records and files.
• Support data entry, basic office bookkeeping, and general administrative tasks.
• Oversee RDRC administrative and financial activities: coordinate meetings, prepare agendas/minutes, screen protocol documents, monitor documentation cycles, and prepare correspondence.
• Track protocol recertifications, quarterly progress reports, and maintain the RDRC database.
• Prepare annual reports to the FDA, monitor expense accounts, and manage payroll sourcing for RDRC.
• Prepare annual budget for RDRC and submit to the Dean.
• Coordinate closely with HRPO and Radiation Safety offices for protocol approvals.
• Collaborate with departments to ensure timely completion of administrative processes.

• High school diploma or equivalent required; some college coursework or an associate degree preferred.
• Minimum of 3 years of relevant administrative experience.
• Strong administrative and clerical skills, including calendar management, filing, document preparation, and data entry.
• Professional communication abilities, clear written and verbal skills for interacting with faculty, staff, and external partners.
• Proficient phone etiquette for handling calls, routing inquiries, and providing courteous, timely information.
• Experience with executive administrative assistance, including confidential information handling and calendar management.
• Proficiency with office software (Microsoft Office or equivalent), email, and virtual meeting platforms.
• Strong organizational skills, attention to detail, and the ability to manage multiple priorities and deadlines.
• Ability to work independently in a hybrid environment and collaborate as part of a diverse team.

• 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, contributions starting at 7%.
• Wellness challenges, annual health screenings, mental health resources, mindfulness programs, and employee assistance program.
• Family care resources and caregiver leave.
• Tuition coverage for employees and families (up to 100% at WashU for undergraduate-level tuition).

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, age, religion, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or genetic information.