Scheduled Hours

37.5

Position Summary

University Advancement boasts a talented, knowledgeable team dedicated to strengthening the university and its worldwide network of alumni and friends. Our purpose is to secure resources to assist Washington University in St. Louis in fulfilling its mission of teaching, research, and community service. We advance the university’s mission through fundraising and other programs that promote awareness, understanding, involvement, commitment, and advocacy on the part of our constituents.

This position will provide vital project and administrative support in a fast-paced environment for an individual, department, or designated staff group. This may include assisting with prospect management; preparing correspondence, reports, and presentations; managing, manipulating, and formatting data and spreadsheets; event and travel support; managing complex calendars; and other administrative tasks as assigned.

We value superior attention to detail, outstanding oral and written communication, advanced computer skills, capacity to work well under deadlines and handle multiple projects simultaneously, and the ability to handle confidential information and situations with sensitivity and discretion.

The administrative assistant role is a great opportunity for a seasoned administrative support professional or for someone interested in a career in higher education, fundraising, alumni relations, or communications. Candidates who advance in this hiring process may be considered for multiple administrative assistant positions throughout University Advancement.

Job Description

Primary Duties & Responsibilities:

• Provide administrative support to assigned team, which may include calendar management, telephone support, filing, prospect/donor appointment scheduling and mail processing. As needed, coordinate travel with duties that may include managing appointments and itineraries, travel arrangements, preparing trip materials, travel advance requests, external outreach and appointment setting, and expense statements.
• Assist in the planning and execution of events and meetings. Responsibilities may include coordinating print and/or email invitations, coordinating with vendors, managing RSVP lists, creating name tags, event briefings, staffing and invoice processing.
• Serve as reliable resource for team in managing special projects, which may include preparing, editing, and proofreading documents; preparation of general correspondence; fundraising reports; data management, manipulation, and formatting; and managing department supplies and equipment.
• Perform 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:

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 unless stated elsewhere in the job posting.

Work Experience:

No additional work experience unless stated elsewhere in the job posting.

Skills:

Achieving Deadlines (Inactive), Budgeting, Computer Literacy, Confidentiality, Event Planning, Interpersonal Communication, Interpersonal Interactions, Microsoft Access, Microsoft Excel, Microsoft Office, Microsoft Outlook, Microsoft PowerPoint, Microsoft Word, Office Procedures, Oral Communications, Project Organization, Sound