Administrative Assistant II - Ofmd

Scheduled Hours

40

Position Summary

The Operations & Facilities Management Department at Washington University School of Medicine is committed to delivering a comprehensive range of services to support the medical campus.

We oversee maintenance and operations for 65 buildings, covering more than 10.1 million gross square feet of space. This includes the 11-story, 609,000-square-foot neuroscience research building, which houses one of the world's highest concentrations of neuroscientists. Our responsibilities include operational and administrative support, strategic planning, and project management.

Furthermore, as the School of Medicine continues to expand its presence both on and off campus in areas such as teaching, clinical care, and research, our team remains instrumental in ensuring the seamless delivery of clinical care, advancing research initiatives, and facilitating educational endeavors.

Provides office, document preparation, budget/financial, and administrative support for the Associate Vice Chancellor, Associate Dean's office in the Operations and Facilities Management Department.

Job Description

Primary Duties & Responsibilities

• Schedules diverse and complex appointments, meetings and travel arrangements. May prepare complex itineraries. Schedules and maintains daily appointment calendars, coordinates meeting details and confirmations. Prepares travel expense reimbursement according to guidelines.

• Provides administrative support to assigned staff. Types and composes a variety of documents, creates mail merges, and manages electronic and hard copy files.

• Receives, sorts, and distributes mail.

• Edits, proofreads, and drafts communications such as newsletters, event schedules, marketing materials, departmental information, program literature, and mailings; coordinates the printing, publishing, and distribution process.

• Provides logistical support and preparation for presentations, agendas, meeting minutes, training, interviews, workshops, and special events that occur on- and off- campus (i.e. arranges location, orders food, assembles materials, schedules speakers, prepares sign-in sheets and name badges, arranges parking, etc.). Updates training materials, case studies, etc., as needed. Serves as point of contact for scheduling classrooms and lecture halls.

• May assist in preparing contract budgets, grant applications, proposals, status reports, and financial statements.

• Coordinates purchase order requests and work order requests. Maintains office supply inventory, and coordinates purchase of supplies as needed.

• Maintains/updates contact information, directories, departmental lists, email lists, and databases. May be responsible for updating/maintaining routine web pages and social networking sites.

• Answers phones, greets and directs visitors, and ensures confidentiality of office is maintained at all times.

• Performs other duties as assigned.

Preferred Skills & Expertise

• Possess a Bachelor's degree.

• Proficient in operating within dynamic and fast-paced environments, particularly in higher education, construction, or healthcare sectors.

• Proficiency in Microsoft Office Suite, encompassing Word, Outlook, Excel, and PowerPoint.

• Effective communication skills, both verbal and written, to engage with diverse individuals.

• Meticulous attention to detail and adeptness in proofreading.

• Comprehensive understanding of office protocols.

• Capable of collaborating within a team or working independently.

• Exemplify the OFMD Core Values: Professionalism, Respect, Integrity, Dedication, and Excellence.

• Demonstrated capability in foreseeing others' needs and executing tasks promptly.

Required Qualifications

• High school diploma or equivalent high school certification.

• Two years relevant work experience.

Grade

G07-H

Salary Range

$18.91 - $29.32 / 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.

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.

Benefits Statement

Personal

• Up to 22 days of vacation, 10 recognized holidays, and sick time.

• Competitive health insurance packages with priority appointments and lower copays/coinsurance.

• Want to Live Near Your Work and/or improve your commute? Take advantage of our free Metro transit U-Pass for eligible employees. We also offer a forgivable home loan of up to $12,500 for closing costs and a down payment for homes in eligible neighborhoods.

• 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/

EEO/AA Statement

Washington University in St. Louis is committed to the principles and practices of equal employment opportunity and especially encourages applications by those from underrepresented groups. 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, age, religion, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or genetic information.

Diversity Statement

Washington University is dedicated to building a diverse community of individuals who are committed to contributing to an inclusive environment - fostering respect for all and welcoming individuals from diverse backgrounds, experiences and perspectives. Individuals with a commitment to these values are encouraged to apply.