Scheduled Hours

40

Position Summary

Provides comprehensive administrative and operational support for an academic department, with a primary focus on faculty lifecycle activities and department operations. Supports faculty recruitment, appointments, tenure and promotion tracking, and academic events, while also serving as a key administrative partner to departmental leadership.
Provides standard administrative coordination duties, manages complex faculty-related data, supports departmental governance processes, coordinates major faculty events, and provides high-level administrative backup to the Executive Assistant to the Chair as needed.

Job Description

Primary Duties & Responsibilities:

Faculty Affairs & Lifecycle Coordination

• Coordinates administrative processes related to faculty recruitment, including search logistics, interview scheduling, candidate materials, and coordination with internal stakeholders.
• Develops, maintains, and audits faculty tracking systems for tenure, promotion, sabbatical eligibility, contract milestones, and key academic deadlines.
• Monitors timelines and proactively notify faculty and leadership of upcoming actions, required documentation, and institutional deadlines.
• Prepares and organizes faculty materials for review committees, department leadership, and external submissions, ensuring accuracy and compliance with institutional policies.

Department Operations & Governance

• Serves as department committee secretary for assigned committees, including scheduling meetings, preparing agendas, recording minutes, tracking action items, and maintaining official records.

• Maintains and updates the department’s sections for the WashU Medicine Bulletin.

Event & Meeting Coordination

• Organizes complex meetings involving faculty, leadership, and external participants (e.g. Faculty Retreat, Whole of Department Meeting), including scheduling, materials preparation, room reservations, and follow-up documentation.
• Anticipates meeting needs and provides proactive administrative support to ensure efficient and effective outcomes.

Leadership & Executive Support

• Provides comprehensive administrative and operational support for an academic department, with a primary focus on faculty lifecycle activities and department operations. Supports faculty recruitment, appointments, tenure and promotion tracking, and academic events, while also serving as a key administrative partner to departmental leadership.
• Provides standard administrative coordination duties, manages complex faculty-related data, supports departmental governance processes, coordinates major faculty events, and provides high-level administrative backup to the Executive Assistant to the Chair as needed. 

Data Management, Reporting & Process Improvement

• Maintains accurate electronic and paper records related to faculty affairs, appointments, and department operations.
• Administers departmental surveys electronically, including survey distribution, basic analysis, and documentation.
• Generates reports, summaries, and status updates for leadership related to faculty metrics, timelines, and operational needs.
• Identifies opportunities to improve administrative workflows, tracking tools, and documentation processes; assist with implementation of updated procedures.

General Administrative         

• Acts as a central point of contact for faculty administrative questions related to appointments, timelines, and department processes.
• Collaborates with other administrative staff to ensure consistent coverage and shared knowledge across the department.
• Provides cross-functional administrative support as needed to maintain smooth daily operations.
• 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 desk or 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 wor