This position is full-time and works approximately 37.5 hours per week.
Department Name/Job Location:
This position is with the Office of the Vice Chancellor for Research (OVCR) under Danforth administration. The position is located in the Cortex Building near the Medical School campus at at 4240 Duncan Avenue.
The purpose of this position is to provide a wide range of administrative support and assistance to the Assistant Vice Chancellor for Research Integrity and Ethics (AVCRIE) and to the Research Administration Services (RAS) department. Provides diversified administrative support for the AVCRIE by managing complex calendars and scheduling requests on behalf of the AVCRA and helping to assure the smooth operations of the department. This individual produces documents, reports, forms, correspondence, presentations using various other software tools and serves as the customer contact for faculty, staff and external customers such as sponsoring agencies, regulatory bodies, other Universities and vendors.
PRIMARY DUTIES AND RESPONSIBILITIES:
Schedules, priorities and maintains daily appointment calendar for the Assistant Vice Chancellor and other individuals as directed. This includes facilitating the coordination of complex meetings and projects and other events with internal stakeholders; coordinating special programs, events, lectures and site visits with external stakeholders (e.g. by corporate, government and other University officials as well as regulatory and sponsor site visits).
Performs diversified administrative and secretarial tasks; prepares a variety of materials, including gathering information to create various documents, presentations, memos, confidential reports and other correspondence with responsibility for format, arrangement of attachments, correct spelling and grammar; completes data entry and monitoring for compliance programs; reviews correspondence for style, accuracy and completeness; maintains office filing system.
Responds to questions and inquiries, internally and externally, by exercising discretion, initiative and independent judgment. Answers multi-line phone, screen calls, direct calls and take messages, provide additional information, as needed, exercising highly developed customer service skills. Refers caller to other staff, as appropriate.
Collaborates with other RAS department administrative support personnel to assure efficient operations of suite and department addresses general suite related inquires.
Schedule and coordinate all travel arrangements including transportation, lodging, registration and visas/passports as required. Prepares travel expense reports and reimbursements, as necessary. Supports the purchasing activities of the office including supply orders, travel reports, catering needs, etc.; Also supports employee onboarding and departures; copies, faxes, and distributes correspondence and other materials to department staff, as needed.
Perform other duties as assigned.
Equivalent of High School diploma and three years secretarial/administrative experience
Excellent computer skills and knowledge of various software programs, especially Windows Microsoft Office, including Outlook and Adobe Acrobat Pro.
Experience with general office equipment, including copier, scanner, fax machine, etc.
Excellent organization skills with the ability to develop realistic action plans while being sensitive to time constraints and resource availability.
Excellent verbal and written communication skills with a demonstrated ability to communicate in a warm and helpful manner while simultaneously building credibility and rapport with internal and external contacts.
Attention to detail is essential.
Ability to work accurately and effectively under pressure with short deadlines and numerous details.
Ability to use discretion and independent judgment.
Ability to prioritize and manage multiple projects with minimal supervision.
Ability to think through issues and independently determine the most effective action.
Exposure to confidential information requires discretion.
The hiring range for this position is $18.44 - $23.52 per hour.
-Retirement Savings Plan -22 vacation days -8 Paid Holidays -Sick Time -Tuition benefits for employee, spouse and dependent children -Free Metro Link/ Bus pass -Free Life Insurance -Health, Dental, Vision -Health Savings Accounts (HSA) -Long Term Disability Insurance -Flex Spending Plan -Other Benefits
Human Resources website (hr.wustl.edu)
Internal Applicant Instruction:
Please attach a copy of your most current signed performance evaluation (completed within the last 18 months) to your online account. If you have not received a performance evaluation, you may provide two current signed letters of recommendation (written within the last 18 months), preferably to include one letter from either a current or recent former supervisor. To attach these documents, go to: My Career Tools, Add Attachment, Attachment Type – Performance Reviews or Letters of Recommendation.
Washington University is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity or expression, national origin, genetic information, disability, or protected veteran status.
Washington University in St. Louis, a medium-sized, independent university, is dedicated to challenging its faculty and students alike to seek new knowledge and greater understanding of an ever-changing, multicultural world. The University offers more than 90 programs and almost 1,500 courses leading to bachelor's, master's and doctoral degrees in a broad spectrum of traditional and interdisciplinary fields, with additional opportunities for minor concentrations and individualized programs. The faculty is composed of scholars, scientists, artists and members of the learned professions. They serve society by teaching; by adding to the store of human art, creativity, understanding, and wisdom; and by providing direct services, such as health care.