Scheduled Hours

37.5

Position Summary

Provide clerical and administrative assistance to the Chair. Provide general office, document preparation and administrative support for the department. First contact for all visitors, faculty, students, and staff in Math’s main office. Responsible for making the front office run in an efficient and friendly manner.

Job Description

Primary Duties & Responsibilities:

• Assistant to the Chair of the Department:  provides clerical and administrative assistance to the Chair including keeping the chair’s calendar, scheduling meetings, assisting callers and visitors, typing correspondence, and maintaining files.
• Assists Chair and Faculty Search Committees with searches for postdoctoral lecturers and tenure track faculty; posts the positions in Mathjobs.org and posts ads on other websites; compiles materials for Affirmative Action Committee.  Assists Chair with compiling documents for tenure and promotion cases for tenure track faculty.  
• Manages the Mathematics Department’s departmental office to be sure the office runs smoothly and all needs of the Math faculty, staff, and students are met in an efficient and cordial manner.  Welcome and provide guidance to incoming callers and visitors.  
• Distributes mail, orders supplies and equipment. First point of contact for all vendor relationships within the department. Manages and maintains effective communication with vendors and university partners like Procurement and Accounts Payable. Facilitates the initiation of new contracts and ensure prompt resolution of all issues that arise.
• Perform basic data entry such as invoices and purchase orders; track purchases/receipts and process for payment.
• Manages the Mathematics Department website (including updating lists of department faculty, graduate students, visitors, and staff, as well as updating the lists of seminar and colloquium talks), updates graduate and undergraduate pages, and write updates on department activities. Updates Bulletin according to edits provided by Director of Undergraduate Studies.
• Responsible for coordinating departments events (i.e. awards ceremonies, seminars, colloquia and conferences) including managing department calendar, reserving rooms, creating flyers, sending event reminders to various distribution lists, ordering food and pre/post clean up services.
• Schedules classrooms for all department events and temporary offices for visitors. Coordinates routine building repairs, maintenance, cleaning, ordering of keys, equipment servicing, etc. Manages departmental email accounts by responding to general inquiries.
• 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 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:

Administrative (2 Years)

Skills:

Not Applicable

Driver's License:

A driver's license is not required for this position.

More About This Job

Washington University 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 Applications, Computer Literacy, Detail-Oriented, Interpersonal Communication, Microsoft Access, Microsoft Excel, Microsoft Office, Microsoft Outlook, Microsoft PowerPoint, Microsoft Word, Office Procedures, Organizing, Software Program

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