Administrative Assistant I - Engineering

Position Summary
This position has broad administrative and coordination responsibilities for Computer Science & Engineering, providing department front office reception for visitors and callers; department space management and coordination of assignments and access; interaction with multiple university entities for building and space requests or issues; and administrative coverage, including support to our large number of departmental faculty.

Job Description

This position requires the willingness to work in-office (in-person) and occasional need to lift items such as delivered packages or supplies from one location to another.

Primary Duties and Responsibilities

• Provide professional, efficient, and welcoming reception presence as first point of contact in the CSE Department office, greeting visitors, providing assistance or directing to appropriate person or area for requests.
• Coordinate and manage department office and space assignments and space access. Maintain data on, and oversight of, current space assignment and usage within CSE, coordinating new office and space assignments as appropriate and updating signage as needed. Maintain department keys, submit card access requests and carry out periodic card access list review. Serve as the main liaison with the School’s space coordinators.
• Serve as department liaison with entities including, facilities, maintenance, and housekeeping. Monitor CSE spaces for general building issues, reporting to appropriate person/office, and doing follow up to ensure issues are resolved.
• Interface with university telephone services for install or transfer of phones as needed; report phones issues, follow up to ensure issues are resolved.
• Maintain oversight of department common spaces, including kitchens, workrooms, conference rooms, and storage areas. Maintain and track inventory of all supplies and coordinate replenishment of all stock items. Receive department deliveries via FedEx, Amazon, and others. Sort and distribute campus mail, coordinate any outgoing mail or shipping via campus mail or FedEx.
• Oversight and troubleshooting of department copy and printing services, serving as liaison with WUIT technical support, and outside support vendors, reporting issues and ensuring issues are resolved.
• Coordinate departmental Colloquia Series, working with faculty organizers, interfacing with invited speakers, providing logistical information, organizing lodging and transportation as needed, gathering, posting, and disseminating talk information. Organize schedules for speakers.
• Work with the assistant to the chair on spring semester faculty recruiting administrative logistics including website posting and dissemination of talk information, talk location setup, hotel and transportation reservations, and other logistics as needed. Assist the assistant to the chair on logistics for events such as the annual faculty meeting, and annual advisory board meeting.
• Provide broad administrative support to faculty as needed including scheduling appointments or group meetings, reserving departmental conference rooms and spaces elsewhere on campus as needed; assistance with any committee or meeting logistics as requested.
• Assist faculty with course book orders or examination copy requests, interacting with publishers or campus textbook manager as needed. Assist faculty with any other ongoing tasks or new initiatives as requested.
• Assist the graduate and undergraduate program coordinators as needed in support of activities for student organizations identified by the department. 
• Perform other duties as assigned.

Preferred Qualifications

• Some college and three to five years of administrative office experience.
• Proficiency with Microsoft Outlook, Word, Excel, Google docs forms and sheets.
• Positive disposition and excellent interpersonal skills.
• Ability to work with a range of constituents such as faculty, staff, students, parents, and visitors.
• Keen organizational skills to manage tasks in flight and ability to respond quickly to urgent situations when needed.
• Highly proactive in approaching tasks and job responsibilities and ensuring responsiveness.
• Ability to work both independently and collaboratively.
• Strong technical skills in using and learning online collaborative tools.
• Strong attention to detail, ability to manage multiple tasks, conviction to follow through.
• Excellent verbal, organizational, and written skills.
• Self-motivated with a high degree of reliability, accuracy and productivity.
• Strong time management and problem-solving skills.
• Willingness to learn new systems and skills.

Required Qualifications

• High school diploma or equivalent high school certification.
• One year of experience in an office or administrative support position.

Grade
G06-H

Salary Range
$17.14 - $25.70 / 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.

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
Washington University in St. Louis is committed to providing a comprehensive and competitive benefits package to our employees. Benefits eligibility is subject to employment status, full-time equivalent (FTE) workload, and weekly standard hours. Please visit our website at https://hr.wustl.edu/benefits/ to view a summary of 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.

Applicant Instructions
When you are ready to apply, creating an account only takes a minute. Your account creates a candidate home page which we will use to communicate with you and allows you to apply for jobs and view your application statuses. The first page of the application offers two “Quick Apply” options. Quick Apply allows you to either use a previous application or create a new application using a resume to populate the work experience and education sections of your job application. If using a resume to populate your application, check to ensure the application fields populated accurately. You may skip the “Quick Apply” page by clicking “Next” at the bottom of the page. Documents may be uploaded in the My Experience section of the application. You also have the option to apply with a Linkedin feature, which allows you to apply by using your Linkedin profile to populate some of the job application fields.