Business Operations Coordinator - Admissions

Position Summary
The Business Operations Coordinator provides high-level administrative support using considerable judgment, tact, creativity, and initiative. Supports human resources and budget functions in Undergraduate Admissions, Student Financial Services and the WashU College Prep Program and manages daily activities of the Vice Provost (VP) and the Assistant Vice Provost (AVP) for Admissions & Aid. This position is a highly visible one, and is a key point of contact for prospective students, parents, staff, faculty, visitors, campus partners and external contacts that frequently interface with the Office of the Vice Provost. The position works closely with VP and AVP to ensure that project deadlines are met and responses are well-coordinated and well-executed. The position requires deep commitment to confidentiality, discretion, and attention to detail as well as significant substantive knowledge of the university. The position reports to the Senior Manager Business Operations.

Job Description

Primary Duties & Responsibilities

Budget & HR Support

• Assists Senior Manager of Business Operations with oversight of all Human Resources and budget functions within the admissions, financial aid, and college prep program unit.
• Coordinates all staff changes within the unit, including on-boarding and off-boarding.
• Approves time or fills in as backup for a number of positions within the unit.
• Creates expense reports for the VP and AVP and for assisting in the creation and reviewing of expense reports, and other financial transactions under the direction of the Senior Manager.
• Generates monthly budget reports and projections as necessary to ensure appropriate use of departmental resources.

Project Support for Vice Provost & Assistant Vice Provost

• Ensures most efficient use of time by anticipating and preparing daily schedules. Schedules, prioritizes and maintains appointment calendars. Anticipates and ensures that all meeting details, confirmations, and back-up materials are in order.
• Investigates issues and problems which need direct and immediate involvement and response by the VP and AVP. Drafts, prepares, and otherwise communicates responses to urgent and nonurgent requests for the VP and AVP. Interacts regularly with university leadership, faculty, staff, and students on behalf of the office, and manages all administrative responsibilities necessary to representing the office in a professional and organized manner.
• Ensures that all requests, communications, and demands made of the office are addressed in a timely, high-quality way. Ensures that all deadlines are met. Ensures that all tasks and administrative responsibilities are met on time, professionally, and responsibly. Regularly communicates/updates VP and AVP on projects, requests, processes, and issues. Solves administrative problems with care, diplomacy, and professional judgment.
• Schedules and coordinates travel including transportation, lodging, registration, and visa/passport as required. Completes travel reimbursement documents and travel expense reports in the WashU financial system.

Other Functions

• Undertakes special projects as directed by the VP and AVP, including research, management of strategic projects that cross the division, planning of divisional planning meetings.
• Provides support related to VP’s involvement in professional admissions & financial aid associations. Assists in the VP and AVP in the development and preparation of speeches and presentations, including performing research as needed on relevant topic areas, creating and modifying power point presentations, and assisting with talking points.
• Performs other duties as assigned

Working Conditions

Typical office environment using office equipment. Repetitive wrist, finger, hand movement. Ability to travel to on- and off-campus locations as required. Additional work outside normal office hours may be required. As conditions merit, may be required to work remotely. Typical schedule includes at least 4 days in the office per week and may require 5 days in the office per week. Due to the highly confidential and sensitive nature of the work, any remote work must be done in a private home or other private space on secure WiFi.

Preferred Qualifications

• Bachelor’s degree.
• Five years experience.
• Experience working in an educational organization such as in higher education.
• Experience interacting with students and parents.
• Experience coordinating budgets.
• Experience with human resources management.
• Experience in coordinating projects.
• Excellent time management, oral, and written communication skills.
• Ability to handle highly confidential information.
• Ability to anticipate problems and obstacles and develop safeguards.
• Ability to adjust to abrupt changes in priorities and strategies.
• Highly developed and demonstrated people skills for working with parents, students, internal and external contacts.
• Flexible and willing to work extended hours as necessary.
• Professional presence.
• Technically capable of using office product technology and software including advanced skills in Microsoft Office suite including Word, Excel, and PowerPoint.
• Experience in managing multiple projects simultaneously.

Required Qualifications

High school diploma or equivalent high school certification and five years of experience in an office or administrative support position or Bachelor's degree and two years of experience in an office or administrative support position.

Grade
G09-H

Salary Range
$22.92 - $35.49 / 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 [email protected]  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 licensure/certification verification, physical examination, certain vaccinations and/or governmental registry checks. All offers are contingent upon successful completion of required screening.

Benefits Statement

Personal

• Up to 22 days of vacation, 10 recognized holidays, and sick time.

• Competitive health insurance packages with priority appointments and lower copays/coinsurance.

• Want to Live Near Your Work and/or improve your commute? Take advantage of our free Metro transit U-Pass for eligible employees. We also offer a forgivable home loan of up to $12,500 for closing costs and a down payment for homes in eligible neighborhoods.

• WashU provides eligible employees with a defined contribution (403(b)) Retirement Savings Plan, which combines employee contributions and university contributions starting at 7%.

Wellness

• Wellness challenges, annual health screenings, mental health resources, mindfulness programs and courses, employee assistance program (EAP), financial resources, access to dietitians, and more!

Family

• We offer 4 weeks of caregiver leave to bond with your new child. Family care resources are also available for your continued childcare needs. Need adult care? We’ve got you covered.

• WashU covers the cost of tuition for you and your family, including dependent undergraduate-level college tuition up to 100% at WashU and 40% elsewhere after seven years with us.

For policies, detailed benefits, and eligibility, please visit: https://hr.wustl.edu/benefits/

EEO/AA Statement
Washington University in St. Louis is committed to the principles and practices of equal employment opportunity and especially encourages applications by those from underrepresented groups. It is the University’s policy to provide equal opportunity and access to persons in all job titles without regard to race, ethnicity, color, national origin, age, religion, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or genetic information.

Diversity Statement
Washington University is dedicated to building a diverse community of individuals who are committed to contributing to an inclusive environment – fostering respect for all and welcoming individuals from diverse backgrounds, experiences and perspectives. Individuals with a commitment to these values are encouraged to apply.