Scheduled Hours

37.5

Position Summary

Coordinates office functions, programs and schedules; provides administrative services, and performs specialized/technical duties with minimum supervision.

Job Description

Primary Duties & Responsibilities:

• Coordinates staff services, interoffice activities, schedules, programs and related administrative needs.
  • Provides administrative support, including complex calendar scheduling, appointments, travel and engagements.
  • Manage ISP calendar and contact list
  • Maintains all department keys, locks and mailboxes.
  • Monitors the general maintenance of the office, notifies maintenance of problems, places work orders and follows-up with housekeeping on the completion of tasks.
  • Assists with visitors and customers’ questions and needs.
  • Maintains, coordinates purchase and distribution of office supplies, and handles problems concerning material received.
  • Assists with telephone problems
• Processes supplier invoices, expense reports and customer invoices into Workday
• Provides assistance with HubSpot – recording networking events, data input and maintaining a clean database
• Plans and coordinates meetings and events including all details associated with event; negotiates with vendors; oversees, troubleshoots and resolves special situations that arise during event
• Assists in development/coordination of new programs/projects
• Regularly handles confidential or sensitive information; drafts and finalizes letters, email messages and other communications
• Administers/prepares reports, minutes, correspondence, and administrative materials required for the direction of the department.
• Initiates, writes, creates and edits/reviews various communications such as newsletters, event schedules, marketing materials, departmental information, program literature and mailings; uses desktop publishing software to lay out document; coordinates the printing, publishing and distribution process. (Documents created should require little additional review).
• Performs other duties as assigned.

Working Conditions:

Job Location/Working Conditions

• Normal office environment

• Ability to travel to various on- and off-campus locations

• Alternative work schedule as regular part of job (on-call, shifts, evening, weekends)

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 (3 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:

Attention to Accuracy, Computer Literacy, Detail-Oriented, Financial Applications, Interpersonal Communication, Microsoft Outlook, Microsoft PowerPoint, Microsoft Word, Office Equipment, Organizational Processes, Supervision, Workday

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