Administrative Coordinator III (Hybrid) - Neurology

Executive Administrative Assistant

Supports the administrative and strategic needs of executive leadership by providing high-level executive administrative support to leadership. Manages complex calendars, communications, travel logistics, and confidential information while coordinating projects and operational workflows to maximize executive and team productivity.

Primary

Duties & Responsibilities:

• 60% scheduling/calendar and email management
• 30% project management
• 10% operations
• Provide program/project support for research, administrative and/or academic activities.
• Coordinate and provide oversight for complex projects.
• Manage or coordinate departmental activities, e.g. personnel and payroll records, purchasing functions, etc.
• Ensure inquiries are addressed and resolved.
• Regularly handle confidential or sensitive information; draft and finalize letters, email messages and other communications.
• Initiate, write, create and edit/review various communications such as newsletters, event schedules, marketing materials, departmental information, program literature and mailings; use desktop publishing software to lay out document; coordinate the printing, publishing and distribution process.
• Plan and coordinate meetings and events, including all details associated with event; negotiate with vendors; oversee, troubleshoot and resolve special situations that arise during event.
• Manage event budget.
• Manage fiscal activities related to program; draft annual budget, track expenditures run and analyze reports; oversee accounts payable and purchasing duties for department; perform or oversee all online systems entry of documents or data involving accounts payable, purchasing, budgeting, etc.; approve financial documents such as check requests, journals, purchase orders, travel documents, etc.
• May coordinate submission of research proposals/grants; compile, monitor, review and analyze grant spending.
• Guide production, formatting and quality of all publications, presentations and related materials.
• May schedule courses, classrooms and laboratories; serve as primary student/parent contact, answer general questions, provide solutions and referrals for questions and problems; serve as liaison to and assist faculty; coordinate faculty recruitment efforts, assist with tenure review process, faculty reviews, faculty records, etc.
• Maintain student record files utilizing databases; respond to inquiries from students; maintain online grade records; may review student academic record, transcripts, review requirements, meet with prospective students and families, prepare admission documents and letters.
• Provide administrative support, including complex calendar scheduling, appointments, travel and engagements.
• Perform other duties as assigned.

Working Conditions:

• Normal office environment

Physical Effort:

• Typically sitting at a desk or table

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:
  
  Administration And Office Support (5 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:
  
  Relevant Experience (2 Years)
• Skills:
  
  Administrative Support, Computer Applications, Interact with All Levels of Management, Interpersonal Communication, Microsoft Office, Office Organization, Office…