Administrative Assistant III - College of Architecture

Position Summary
Manage administrative functions and provide high-level support to the College of Architecture and Graduate School of Architecture & Urban Design programs, faculty, staff, and students. Plan and execute special events/projects for the academic programs and serve as a liaison between architecture and internal/external contacts as needed.

Job Description

Primary Duties and Responsibilities

Office of the Director Administrative Functions:

• The Administrative Coordinator provides high-level support for the Director of Architecture and Assistant Director to include the processing of confidential materials, external and internal correspondences, and the creation of visual and written presentations on behalf of the Office of the Director. The Administrative Coordinator also provides calendar management to the Director, with direct constituent communication to assist in the timely delivery of requested materials. In addition, the Administrative Coordinator manages all College of Architecture faculty meetings by providing the Director and Assistant Director support in the development of agendas, accurate meeting minutes, and by leading follow-up with internal and external constituents as needed.

Continue, Office of the Director Administrative Functions:

• The Administrative Coordinator manages the College of Architecture and Graduate School of Architecture & Urban Design archives, and develops content for school-wide communications.
• In managing administrative functions for the Office of the Director, the Administrative Coordinator provides director information and college-level resources to visitors, alumni, student organizations, and individual faculty and students. In addition, this position manages travel arrangements for select internal and external constituents. The position serves as back-up to the Office of the Dean for room reservations and approvals through the Event Management System. This position processes the Director's pro-card purchases, reimbursements and maintains accounts specific to the Office of the Director.
• The Administrative Coordinator manages the Givens office through coordination of inventory, distribution of incoming mail and materials, and the reporting of building-related issues to ensure successful teaching and administrative operations in the College of Architecture.
• Under the direction of the Assistant Director, this position manages the processes of evaluation for the current College of Architecture efforts, including regular feedback from faculty, staff, and external constituents.

Academic Program Support:

• Under the direction of the Assistant Director, the Administrative Coordinator supports special academic programming and events to include student awards, final reviews, student competitions, exhibitions, and other special events. 
• This position serves as an operational advisor for graduate student groups and manages the coordination of social media student workers.

Architecture Faculty and Staff Support:

• The Administrative Coordinator assists architecture faculty and staff by completing directives identified by the Office of the Director that include managing faculty office assignments, new and visiting faculty orientation and onboarding, and providing visitor and staff resources as needed.
• The Administrative Coordinator supervises the Faculty Assistant, Research Assistant, and Teaching Assistant assignment process. In support of the Programs Manager, this position also manages all faculty distribution lists, coordinates local and regional field trip waivers for graduate students, student bus tours for graduate and undergraduate students, and provides reimbursement documentation support for the College of Architecture faculty, students, and visitors.

Performs other duties as assigned

Preferred Qualifications

• Three to five years previous experience working in higher education administration, student services and/or graduate or undergraduate design-related programs.
• Experience in creating visual and written presentations.
• Experience managing confidential materials.
• Excellent organizational, interpersonal, and communication skills.
• Experience working with visual materials; including skills working with In-Design, Photoshop, Illustrator, related visual software.
• Proficiency with Microsoft Office applications, particularly Word, Excel, and PowerPoint.
• Demonstrated writing/editing skills.
• Ability to work successfully in a student-centered academic environment.
• Ability to manage multiple projects at once; ability to synthesize and prioritize information and projects.

Required Qualifications

High school diploma or equivalent high school certification and three years of related experience.

Grade
G08-H

Salary Range
$19.56 - $30.35 / 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 is an equal opportunity and affirmative action employer. All qualified applicants will receive consideration without regard to an individual’s sex, race, color, religion, age, disability status, protected veteran status, national or ethnic origin, gender identity or expression, sexual orientation. Women, minorities, protected veterans and the disabled are strongly encouraged to apply.

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.

Scheduled Hours
37.5

Position Summary
Manage administrative functions and provide high-level support to the College of Architecture and Graduate School of Architecture & Urban Design programs, faculty, staff, and students. Plan and execute special events/projects for the academic programs and serve as a liaison between architecture and internal/external contacts as needed.

Job Description

Primary Duties and Responsibilities

Office of the Director Administrative Functions:

• The Administrative Coordinator provides high-level support for the Director of Architecture and Assistant Director to include the processing of confidential materials, external and internal correspondences, and the creation of visual and written presentations on behalf of the Office of the Director. The Administrative Coordinator also provides calendar management to the Director, with direct constituent communication to assist in the timely delivery of requested materials. In addition, the Administrative Coordinator manages all College of Architecture faculty meetings by providing the Director and Assistant Director support in the development of agendas, accurate meeting minutes, and by leading follow-up with internal and external constituents as needed.

Continue, Office of the Director Administrative Functions:

• The Administrative Coordinator manages the College of Architecture and Graduate School of Architecture & Urban Design archives, and develops content for school-wide communications.
• In managing administrative functions for the Office of the Director, the Administrative Coordinator provides director information and college-level resources to visitors, alumni, student organizations, and individual faculty and students. In addition, this position manages travel arrangements for select internal and external constituents. The position serves as back-up to the Office of the Dean for room reservations and approvals through the Event Management System. This position processes the Director's pro-card purchases, reimbursements and maintains accounts specific to the Office of the Director.
• The Administrative Coordinator manages the Givens office through coordination of inventory, distribution of incoming mail and materials, and the reporting of building-related issues to ensure successful teaching and administrative operations in the College of Architecture.
• Under the direction of the Assistant Director, this position manages the processes of evaluation for the current College of Architecture efforts, including regular feedback from faculty, staff, and external constituents.

Academic Program Support:

• Under the direction of the Assistant Director, the Administrative Coordinator supports special academic programming and events to include student awards, final reviews, student competitions, exhibitions, and other special events. 
• This position serves as an operational advisor for graduate student groups and manages the coordination of social media student workers.

Architecture Faculty and Staff Support:

• The Administrative Coordinator assists architecture faculty and staff by completing directives identified by the Office of the Director that include managing faculty office assignments, new and visiting faculty orientation and onboarding, and providing visitor and staff resources as needed.
• The Administrative Coordinator supervises the Faculty Assistant, Research Assistant, and Teaching Assistant assignment process. In support of the Programs Manager, this position also manages all faculty distribution lists, coordinates local and regional field trip waivers for graduate students, student bus tours for graduate and undergraduate students, and provides reimbursement documentation support for the College of Architecture faculty, students, and visitors.

Performs other duties as assigned

Preferred Qualifications

• Three to five years previous experience working in higher education administration, student services and/or graduate or undergraduate design-related programs.
• Experience in creating visual and written presentations.
• Experience managing confidential materials.
• Excellent organizational, interpersonal, and communication skills.
• Experience working with visual materials; including skills working with In-Design, Photoshop, Illustrator, related visual software.
• Proficiency with Microsoft Office applications, particularly Word, Excel, and PowerPoint.
• Demonstrated writing/editing skills.
• Ability to work successfully in a student-centered academic environment.
• Ability to manage multiple projects at once; ability to synthesize and prioritize information and projects.

Required Qualifications

High school diploma or equivalent high school certification and three years of related experience.

Grade
G08-H

Salary Range
$19.56 - $30.35 / 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 is an equal opportunity and affirmative action employer. All qualified applicants will receive consideration without regard to an individual’s sex, race, color, religion, age, disability status, protected veteran status, national or ethnic origin, gender identity or expression, sexual orientation. Women, minorities, protected veterans and the disabled are strongly encouraged to apply.

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.