SAINT LOUIS, MO 63110
40
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, and preparing documents, reports, and presentations. The role will also handle phone and email communication, greet visitors, maintain records and files, and support data entry and basic office bookkeeping tasks. Manages administrative and financial activities of the WUSM Radioactive Drug Research Committee (RDRC), reporting to the Committee Chairman. Coordinates monthly meetings, prepares agenda and minutes, screens incoming protocol documents; prepares correspondence. Monitors and processes protocol documentation for new projects, continuing reviews, modifications, and closures; selects and prepares documents for RDRC Chairman review. Coordinates closely with and provides approval data to the HRPO and Radiation Safety offices. Processes and tracks annual recertifications and quarterly progress reports. Maintains RDRC database. Coordinates preparation and submission of annual report to FDA for federally-regulated protocols. Monitors RDRC expense account and payroll sourcing. Prepares RDRC annual budget for submission to Dean, as approved by RDRC Chair.
The Administrative Coordinator will collaborate with various departments to ensure smooth office operations and timely completion of administrative processes. This is a full-time, hybrid role based in St. Louis, MO, with a combination of on-campus and work-from-home days as determined by department needs.
Primary Duties & Responsibilities:
- 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.
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Working Conditions:
Job Location/Working Conditions:
Normal office environment.
Physical Effort:
Typically sitting at a desk or table.
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.
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.
Preferred Qualifications:
- Strong administrative and clerical skills, including Administrative Assistance and Clerical Skills for scheduling, filing, document preparation, and data entry.
- Professional communication abilities, including clear written and verbal Communication skills for interacting with faculty, staff, students, and external partners.
- Proficient Phone Etiquette for handling calls, routing inquiries, and providing courteous, timely information.
- Experience with Executive Administrative Assistance or supporting leaders, including calendar management, meeting coordination, and handling confidential information.
- Proficiency with office software (e.g., Microsoft Office or similar tools), email, and virtual meeting platforms.
- Strong organizational skills, attention to detail, and the ability to manage multiple priorities and deadlines.
- Ability to work effectively in a hybrid environment, both independently and as part of a diverse team.
- High school diploma or equivalent required; some college coursework or an associate degree in a related field.
- Prior experience in an academic, healthcare, or research environment is beneficial.
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:
Adaptability, Administrative Support, Collaboration, Communication, Computer Applications, Interact with All Levels of Management, Interpersonal Communication, Microsoft Office, Office Organization, Office Procedures, Organizing, Problem Solving, Teamwork, Time Management, Working Independently
G09-H
$23.37 - $36.19 / Hourly
The salary range reflects base salaries paid for positions in a given job grade across the University. Individual rates within the range will be determined by factors including one's qualifications and performance, equity with others in the department, market rates for positions within the same grade and department budget.
For frequently asked questions about the application process, please refer to our External Applicant FAQ .
If you are unable to use our online application system and would like an accommodation, please email [email protected] or call the dedicated accommodation inquiry number at 314-935-1149 and leave a voicemail with the nature of your request.
All qualified individuals must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship.
All external candidates receiving an offer for employment will be required to submit to pre-employment screening for this position. The screenings will include criminal background check and, as applicable for the position, other background checks, drug screen, an employment and education or licensure/certification verification, physical examination, certain vaccinations and/or governmental registry checks. All offers are contingent upon successful completion of required screening.
Personal
Up to 22 days of vacation, 10 recognized holidays, and sick time.
Competitive health insurance packages with priority appointments and lower copays/coinsurance.
Take advantage of our free Metro transit U-Pass for eligible employees.
WashU provides eligible employees with a defined contribution (403(b)) Retirement Savings Plan, which combines employee contributions and university contributions starting at 7%.
Wellness
Wellness challenges, annual health screenings, mental health resources, mindfulness programs and courses, employee assistance program (EAP), financial resources, access to dietitians, and more!
Family
We offer 4 weeks of caregiver leave to bond with your new child. Family care resources are also available for your continued childcare needs. Need adult care? We’ve got you covered.
WashU covers the cost of tuition for you and your family, including dependent undergraduate-level college tuition up to 100% at WashU and 40% elsewhere after seven years with us.
For policies, detailed benefits, and eligibility, please visit: https://hr.wustl.edu/benefits/
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.
