Administrative Assistant II - School of Law

Position Summary
This position provides general administrative support for the Graduate and International team.

Job Description

This position requires the ability to move to on and off-campus locations.

Primary Duties and Responsibilities

• Serve as front desk reception by processing application materials; performing data entry; providing telephone support; handling correspondence; completing electronic filing; and monitoring, preparing, send, and responding to email messages. 
• Assist domestic and international applicants through the application and visa process. Assistance includes informing students of required application materials, test scores, and letters of recommendation and answering questions about application and visa requirements, admissions policies, program details, and university-related topics.
• Enter and update information into all application collection programs and admitted student systems (e.g., SIS).
• Prepare files for admissions interviews, ensure files are complete and ready for review (e.g., Unite).
• Download and process test score files from the official testing agencies (e.g., TOFEL and IELTS).
• Collect, review, and submit financial documentation for I-20/DS-2019 to WebISS.
• Manage the collection of previous school official transcripts.
• Create email messages and other relevant communications to prospective, admitted and enrolled students and other stakeholders.
• Promptly review, respond to, and/or distribute emails from the gradlaw email account and coordinate department incoming and outgoing emails.
• Manage knowledge and information via online databases, collaborative technologies, and Web-based services.
• Maintain and update a procedure manual and training recordings for the position. Evaluate the systems/process efficiencies and make recommendations and suggest enhancements to its functionality.
• Coordinate, hire, onboard, and train student workers.
• Manage maintenance needs for the copier and computers, order office supplies.
• Assist with events.
• Perform other duties as assigned.

Preferred Qualifications

• Bachelor’s degree.
• Ability to type 75 words per minute.
• Advanced skills in Nitro Pro and/or Adobe Acrobat.
• Strong computer skills with advanced knowledge in Microsoft Office suite 2016 - including Word, Excel, Access, PowerPoint, and Outlook.
• Proficient in cloud applications - including Zoom, Microsoft Teams, Box, and web applications: Google Sheets and Google Forms.
• Previous administrative assistant experience in higher education.
• Excellent interpersonal and customer service skills.
• Exceptional attention to detail, well-organized, and ability to complete tasks accurately and on a timely basis.
• Positive attitude, initiative, resourcefulness, and the skill to handle a high volume of work.
• Ability to have a flexible approach to an ever-changing work environment.
• Ability to work effectively during periods of high activity.
• Willingness to learn new systems and skills.
• Ability to work occasionally outside of normal business hours.
• Understand the importance of accurate data capturing and record keeping.
• Calm demeanor and sense of urgency in the face of pressure and deadlines.
• Ability to work independently and use good judgment.
• Excellent oral and written communication skills.
• Ability to communicate professionally with all stakeholders.
• Ability to work on a team.

Required Qualifications

• High school diploma or equivalent high school certification.
• Two years of administrative assistant experience.

Grade
G07-H

Salary Range
$18.36 - $28.47 / 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.