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Washington University in St Louis
Washington University Medical Campus; 4488 Forest Park
Source: Washington University in St Louis careers · View original posting
From Washington University in St Louis's posting. “We” and “our” refer to the employer.
Location
ST. LOUIS, MO 63108

 Scheduled Hours
40
Position Summary
Provides high-level administrative support to a position such as Provost, Executive Vice Chancellor or Dean using considerable judgment, tact, creativity and initiative. Works closely with senior leadership to ensure that project deadlines are met and responses are well-coordinated and well-executed. Requires significant substantive knowledge of the WashU’s academic, research, and outreach programs.
Job Description
Ensures most efficient use of time by anticipating and preparing daily schedule. Schedules, prioritizes and maintains appointment calendar. Anticipates and ensures that all meeting details, confirmations, and back-up materials are in order.
Acts as liaison between leadership, school, university, and community constituents. Uses discretion in responding on behalf of executive if information is known, and prioritizes mail, call backs, etc. Establishes and maintains confidential files ensuring efficient retrieval for all personnel authorized to access data.
Provides executive support. Oversees and ensures the daily administrative operations run smoothly. Responds to inquiries from faculty, staff, students and the public on behalf of the executive regarding campus operations, policies and procedures. Manages telephone and visitor traffic in administrative offices. Serves as primary contact for the executive; refers inquiries to appropriate departments as necessary and responds on executive’s behalf. Investigates issues and problems. Drafts and prepares responses to urgent requests.
Interact regularly with university leadership, faculty and staff on behalf of the executive’s office, and manage all administrative responsibilities necessary to representing the executive’s office in a professional and organized manner. Ensures that all requests, communications, and demands made of the executive’s office are addressed in a timely, high-quality way. Ensures that all deadlines are met. Ensures that all tasks and administrative responsibilities of the executive’s office are met on time, professionally, and responsibly.
Supervises office administrative staff.
Schedules and coordinates travel including transportation, lodging, registration, and visa/passport as required. Completes travel reimbursement documents and travel expense reports in the university’s Financial Information System.
Manages the purchase of supplies, equipment, and services. Accurately processes invoices, travel reports, check requests, internal documents, remote purchases, blanket orders, and receipt vouchers on a timely basis using financial systems. Maintains files for audit purposes. Schedules and contracts for meeting rooms, arrange catering and rentals. Works with tax department to process moving expenses for new department staff.
Prepares confidential correspondence and all materials for executive, senior staff and other officials. Assumes lead responsibility to prepare and assemble materials required by the executive for meetings and events. Researches, compiles and summarizes issues, policies and topics; provides background information, talking points and briefing materials as necessary.
Performs other duties as assigned.
Normal office environment.
Typically sitting at a desk or table.
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
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 And/Or Office Management (7 Years)
Not Applicable
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.
Compensation
$29.96 - $47.92 / 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.
Questions
For frequently asked questions about the application process, please refer to our External Applicant FAQ .
Accommodation
If you are unable to use our online application system and would like an accommodation, please email CandidateQuestions@wustl.edu 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.
Pre-Employment Screening
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.
LAYIQ is an independent job-discovery service. This listing does not imply a partnership with or endorsement by the employer. Review the original posting for current details and availability.
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