Administrative Assistant - Center Race, Ethnicity and Equity

Position: Administrative Assistant - Center for Race, Ethnicity and Equity
Location

ST. LOUIS, MO 63130

Scheduled Hours

37.5

Position Summary

Provides general administrative support for the Center for the Study of Race, Ethnicity & Equity and direct administrative support to the Executive Director of the Center. Position ensures that the Center and the Executive Director's goals are met in a timely fashion, and coordinates with faculty, staff, and graduate students about financial, payroll, and administrative matters of the Center. Amongst other duties as assigned, this position will take notes and provide meeting minutes, keep the ED's calendar, compile dossiers, and keep the ED's deadlines for all activities

Job Description

Primary

Duties & Responsibilities:

Assistant to the Executive Director:

* Work directly with the ED to support all aspects of their daily work routine.

* Stay informed about the work of CRE2 and the ED to be able to anticipate areas where the ED will need administrative support.

* Prepare documents and briefings for the ED's upcoming meetings and appearances.

* Maintain the ED's calendar, including scheduling meetings, appointments, speaking engagements, and meetings of the various boards on which they sit; exercise discretion in committing the ED's time and evaluating and prioritizing needs.

* Make arrangements for the ED's travel (will include domestic and international).

* Communicate and work effectively in support of the ED with the staff and leadership of other WashU administrative responsibilities they lead (e.g., Academic Leadership Institute, the James Baldwin Review, the "New Black Studies" Book Series at U Illinois Press, the Chancellor's Office, etc.)

* Assist the ED in the development of presentations and white papers for internal and external audiences.

* Determine priority of matters of attention for the ED; redirect matters to appropriate staff to handle, or handle matters personally, as appropriate.

* Keep the ED advised of time-sensitive and priority issues, ensuring appropriate follow-up.

* Compose and prepare letters relating to email and routine correspondence for the EDs signature.

* Process expense reports for the ED.

* Ensure that the ED (and Center staff) are kept aware of upcoming commitments.

Center Support Management:

* Responsible for main administrative processes for the Center.

* Serve as a liaison between schools and departments. This includes receiving and screening the Center's phone calls and visitors, answering a variety of questions with tact and diplomacy, taking messages, and directing calls appropriately for resolution.

* Serve as a primary point of contact for the Center.

* Organize and prepare for meetings, including gathering documents and attending to logistics of meetings

* Handle printing, faxing, mail/overnight packages, copying, filing, and email/messages.

* Sort and triage mail; maintain Center e-mail and other address directories.

* Schedule departmental meetings; assist in the preparation and distribution of meeting agendas and materials.

* Transcribe source material, prepare documents, reports, tables and charts; distribute as appropriate.

* Prepare, reconcile, and submit expense reports.

* Maintain electronic filing systems with backups (and paper files where necessary).

* Maintain confidential and sensitive information.

* Attend meetings and take notes of discussion; prepare the initial draft of minutes and summaries.

* Order supplies for the office.

* Coordinate any facilities needs for the office.

* Prepare and review the documentation necessary to initiate reimbursements for travel and expenses.

* Organize and manage Center related travel.

* Assess/evaluate the need and purchase of office equipment.

* Maintain accurate electronic databases, spreadsheets, and tracking systems related to grants, fellowships, faculty affiliates, events, communications, budgets, and other Center operations. Regularly audit records for completeness, accuracy, and consistency and generate reports as requested.

* Coordinate and perform daily tasks to ensure functioning of the office.

* Assist with monitoring expenditures, perform online systems entry of documents or data involving accounts payable, purchasing, budgeting, etc.; may approve financial documents such as check requests, journals, purchase orders, travel documents, etc. in Workday.

* Prepare, reconcile, and accurately track financial transactions, reimbursements, procurement card purchases, purchasing requests, and budget activity. Verify supporting documentation, ensure compliance with university financial policies, and maintain accurate internal tracking records.

* Working closely with project coordinator, manage and maintain the Center's website, ensuring content is accurate, current, accessible, and aligned with university branding standards. Main website responsibilities: coordinate updates to webpages, faculty profiles, funding opportunities, and event information.

* Review work products for completeness, accuracy, and consistency prior to submission or distribution and proactively identify…