Scheduled Hours

40

Position Summary

The Operations & Facilities Management Department at WashU 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 11.1 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 confirms.  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, and other relevant resources as needed. Serves as the point of contact for scheduling classrooms and lecture halls.
• Coordinates purchase order requests and work order requests.  Maintains office supply inventory and coordinates the purchase of supplies as needed.
• Maintains and updates contact information, directories, departmental lists, email lists, and databases.  May be responsible for updating and maintaining routine web pages and social networking sites.
• Answers the phone, greets and directs visitors, and ensures that the office's confidentiality is maintained at all times.
• Performs other duties as assigned.

Working Conditions:
Job Location/Working Conditions

• Normal office environment
• Ability to travel to various on- and off-campus locations

Physical Effort

• Typically working at a desk or a table
• Repetitive wrist, hand, or finger movement
• Occasional lifting (25 lbs or less)

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:

No specific certification is required for this position.

Work Experience:

Relevant Experience (2 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:

No additional certification beyond what is stated in the Required Qualifications section.

Work Experience:

No additional work experience beyond what is stated in the Required Qualifications section.

Skills:

Computer Literacy, Customer Service, Interpersonal Communication, Microsoft Access, Mi