Administrative Assistant IV - Arts & Sciences

Position Summary

The position plays a key role for the new department by having a staff person who helps the department chair and associate chair with their day-to-day duties and activities in faculty/student recruiting and program development among other things.

ST. LOUIS, MO 63130

37.5

• Provides administrative and academic program support, ensures all protocols are followed, coordinate student visits, serve as primary student/parent contact, answers general questions, provides solutions and referrals; serves as liaison to and assists faculty with course support order textbooks, collects and records student grades; schedules courses, classrooms, laboratories and logistical support.
• May review student academic record, transcripts and degree requirements.
• Responds to inquiries requiring an in-depth knowledge of the department/school and/or university policies and procedures.
• Ensures inquiries are addressed and resolved.
• Schedules diverse and complex appointments, meetings and travel arrangements.
• Prepares complex itineraries for multiple constituents. Prioritizes and maintains daily appointment calendar.
• Handles all meeting details, confirmations and back-up materials. Prepares and submits travel expense reimbursement according to guidelines.
• Regularly handles confidential or sensitive information; drafts and finalizes letters, email messages and other communications. Initiates, writes, creates and reviews 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.
• Documents created require little additional review. May coordinate administrative aspects of the tenure process. Develops budget, tracks and reconciles expenses, runs and analyzes reports; oversees accounts payable and purchasing duties for department; performs or oversees all online systems entry of documents or data involving accounts payable, purchasing, budgeting, etc.; approves financial documents such as check requests, journals, purchase orders, travel documents, etc.
• May coordinate submission of research proposals/grants; compiles, monitors, reviews and analyzes grant spending. Plans and coordinates special events including all details associated with event; negotiates with vendors; oversees, troubleshoots and resolves special situations that arise during event.
• Manages event budget.
• Reviews employment eligibility documents; provides information and assistance to foreign national students and faculty; inputs payroll and appointments for all personnel; prepares and audits biweekly and monthly payroll.
• Oversees all office supplies and equipment. Reviews and recommends supply budgets and vendors. Uses signature and purchasing authorization. Ensures proper functioning of equipment.
• Performs other duties as assigned.

Job Location /

Working Conditions:

• Normal office environment.

• Typically sitting at desk or table.
• Repetitive wrist, hand or finger movement.

• 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.

High school diploma or equivalent high school certification or combination of education and/or experience.

No specific certification/professional license is required for this position.

Administrative Office (5 Years)

Not Applicable

A driver's license is not required for this position.

WashU seeks highly motivated individuals who are able to perform duties in a manner consistent with our core mission and guiding principles.

No additional education unless stated elsewhere in the job posting.