Administrative Project Coordinator - Arts & Sciences

Scheduled Hours

37.5

Position Summary

The Office of the Dean of Arts & Sciences is looking for a motivated individual with excellent communication and organizational skills and project coordination experience who enjoys working in a dynamic and collaborative environment. This role, which reports to the Manager of Dean’s Office Operations, is part of the Dean’s administrative team that supports critical operations and administrative functions of the office. The team-based approach is based on a philosophy of cross-training and collaborative work that provides seamless support for critical functions in the office and facilitates the professional development for team members and coverage during vacation and absences. The project coordinator is integral to the smooth functioning of the Dean’s office, and will provide essential project support to senior leadership in the Dean’s office. In addition, they will perform various administrative tasks such as greeting visitors, submitting receipts for reimbursement, and meeting scheduling.

Job Description

Primary Duties & Responsibilities

Executive Support and Project Coordination

• Provides administrative support for various projects, including but not limited to external departmental reviews, interview scheduling, faculty workshops, and meetings.
• Works with senior leadership to schedule and organize project meetings.
• Triages incoming requests for senior leadership in the Dean’s office by gathering facts, researching issues, making proactive inquiries, etc. to provide context and knowledge when responding.
• Schedules diverse and complex appointments, meetings, itineraries, and travel arrangements.
• Composes, edits, and proofreads a variety of materials.
• Compiles data and information in appropriate formats.
• Performs other duties as assigned.

A&S Dean’s Office Administration and Coordination

• Prepares correspondence and other documents, creates mail merges, and manages electronic files.
• Submits receipts for processing, working with accounting representative.
• Maintains office supply inventory and coordinates purchase of supplies as needed.
• Coordinates work orders and building maintenance as needed.
• Maintains/updates contact information, directories, departmental lists, and email lists.
• Updates/maintains routine web pages.
• Performs other duties as assigned.

Event Coordination

• Plans and executes various meetings and events for the Dean’s Office, including symposia, forums, and faculty meetings.
• Works with external and internal vendors to reserve locations, catering, A/V and tech support, photography, and decor for events.
• Serves as liaison with the Advancement office for professorship installations, National Council meetings, and other high-level events, and assisting with Advancement events on occasion.

Working Conditions

• Normal office environment.
• Ability to travel to various on- and off-campus locations.
• Typically working at desk or table.
• Repetitive wrist, hand or finger movement.
• Office equipment.

Preferred Qualifications:

• Five to seven years of experience in higher education or comparable setting.
• Experience in development and documentation of operating and administrative policies and procedures.
• Event management and coordination experience.

Required Qualifications

• High school diploma or equivalent high school certification.
• Three years of relevant experience.

Grade

G08-H

Salary Range

$21.17 - $32.85 / 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