Administrative Assistant, Arts & Sciences - University Advancement

Details

Posted: 24-Jan-24

Location: Clayton, Missouri

Type: Full-time

Salary: Open

Categories:

Administrative/Support
Staff/Administrative

Internal Number: JR79694

Scheduled Hours
37.5

Position Summary
The Arts & Sciences University Advancement Office at Washington University is seeking a highly organized and skilled Administrative Assistant to provide comprehensive administrative support to the Assistant Vice Chancellor. This dynamic role requires a proactive individual with exceptional communication, multitasking, and problem-solving abilities. The successful candidate will play a crucial role in facilitating the efficient functioning of the A&S Advancement office and contribute greatly to the overall success of the fundraising and alumni engagement initiatives.

Job Description

Primary Duties & Responsibilities

Calendar / Travel Management

• Effectively manage the Assistant Vice Chancellorâ™s schedule, including coordinating meetings, appointments, and events.
• Prioritize and schedule appointments based on the Assistant Vice Chancellorâ™s priorities and commitments.
• Arrange complex travel itineraries, accommodations, and logistics for the Assistant Vice Chancellor's travel.
• Prepare travel expense reports and reconcile expenses in a timely manner.

Communication and Correspondence

• Draft, proofread, and edit correspondence, reports, and presentations for the Assistant Vice Chancellor.
• Manage and respond to emails on behalf of the Assistant Vice Chancellor, ensuring timely and accurate communication. 

Meeting Support

• Prepare meeting agendas, attend appropriate meetings, and compile meeting minutes.
• Coordinate logistics for internal and external meetings, including room bookings, catering, and technology setup.

Project Management

• Work with other A&S Advancement colleagues, assist in the coordination and execution of special projects, events, and campaigns led by the office.
• Assist in tracking project timelines, deliverables, and milestones to ensure timely completion.

Budget Management

• Help maintain and track the A&S Advancement Office budget.
• Assist in the preparation of annual budget requests and reports.
• Coordinate submitting supply orders, managing workflow, tracking technology updates and maintenance, assisting with training and ongoing projects where needed.

Prospect Management

• Assist the Assistant Vice Chancellor in managing the assigned caseload of potential prospects.
• Assist in preparing for prospect/donor visits, scheduling appointments
• Assist in coordinating relevant materials for donor visits and visit profiles.
• Assist in the follow-up work on visits.
• Assist in stewarding donors after gifts to the University/A&S are made.
• Provide progress reports for senior leadership and the Dean of Arts & Sciences. Schedule regular meetings between the Dean and Directors and preparing agendas and supporting materials.

Perform other duties as assigned.

Preferred Qualifications

• Bachelorâ™s degree.
• Experience in communications, event planning and office management.
• Microsoft Office including Word and Excel, PageMaker.
• Working knowledge of database programs including, ability to use basic office equipment. Ability to prioritize projects and meet strict deadlines.
• Ability to foster a highly professional and welcoming office environment, along with demonstrated ability to build and maintain relationships.
• Exceptional interpersonal, listening, and customer service skills.
• Attention to detail, well-organized, and able to complete tasks accurately, with sensitivity to deadlines.
• High degree of professionalism and absolute confidentiality in handling information related to donors.
• Ability to exercise sound judgment in dealing with competing priorities with little supervision.
• Excellent grammar and proofreading ability.
• Positive attitude, initiative, resourcefulness, and the skill to handle a high volume of work. 
• Flexible approach to an ever-changing work environment.

Required Qualifications

High school diploma or equivalent high school certification.

Three years of related experience.

Grade
G08-H

Salary Range
$20.76 - $32.21 / 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.

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? Weâ™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 Universityâ™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 â“ fostering respect for all and welcoming individuals from diverse backgrounds, experiences and perspectives. Individuals with a commitment to these values are encouraged to apply.

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About Washington University in St. Louis
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.
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