Administrative Assistant - University Advancement

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 administrative support such as office correspondence, document preparation, and budget/financial reporting for an individual, department, or designated staff group. We value superior attention to detail, outstanding oral and written communication, advanced computer skills, capacity to work well under deadlines or to 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.

Job Description

This position requires the ability to work occasional overtime as needed, including occasional evenings and/or weekends.

Primary Duties and Responsibilities

• Provide administrative support to assigned directors, including calendar management, telephone support, filing, prospect/donor appointment scheduling and mail processing. As needed, coordinate travel for directors with duties including: managing appointments and itineraries, travel arrangements, prepare trip materials, travel advance requests, and expense statements.
• In cooperation with directors, 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 resource for directors in managing special projects which may include, preparing, editing and proofreading documents; preparation of general correspondence; fundraising reports; manage department supplies and equipment.
• Perform other duties as assigned.

Preferred Qualifications

• College degree.
• Five years of general office and administrative experience.
• Knowledge of university environment.
• Working knowledge of basic office equipment, internet research, and several computer programs such as Microsoft Office including Word, Excel, and Outlook. 
• Ability to plan and organize time and projects in order to meet deadlines.
• Demonstrated ability to make sound decisions regarding events, logistics, and budgets.
• Excellent oral and written communication skills.
• Ability to handle confidential material. 
• Strong interpersonal and written communication skills, including ability to listen, analyze, organize, plan and clearly present detailed information and ability to foster positive relations with diverse constituencies.
• Ability to thoroughly learn a new database system that will be used on a daily basis. 

Required Qualifications

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

Grade

G07-H

Salary Range

$18.91 - $29.32 / 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 or call the dedicated accommodation inquiry number at 314-935-1149 and leave a voicemail with the nature of your request.

Pre-Employment Screening

All external candidates receiving an offer for employment will be required to submit to pre-employment screening for this position. The screenings will include criminal background check and, as applicable for the position, other background checks, drug screen, an employment and education or licensu