Administrative Assistant - University Advancement

Details

Posted: 10-May-24

Location: Clayton, Missouri

Type: Full-time

Salary: Open

Categories:

Administrative/Support
Staff/Administrative

Internal Number: JR74625

Scheduled Hours
37.5

Position Summary
University Advancement boasts a talented, knowledgeable team dedicated to strengthening the university and its worldwide network of alumni and friends. Our purpose is to secure resources to assist Washington University in St. Louis in fulfilling its mission of teaching, research, and community service. We advance the universityâ™s mission through fundraising and other programs that promote awareness, understanding, involvement, commitment, and advocacy on the part of our constituents.
This position will provide vital administrative support such as office correspondence, document preparation, and budget/financial reporting for an individual, department, or designated staff group. We value superior attention to detail, outstanding oral and written communication, advanced computer skills, capacity to work well under deadlines or to handle multiple projects simultaneously, and the ability to handle confidential information and situations with sensitivity and discretion.
The administrative assistant role is a great opportunity for a seasoned administrative support professional or for someone interested in a career in higher education, fundraising, alumni relations, or communications.

Job Description

This position requires the ability to work occasional overtime as needed, including occasional evenings and/or weekends.

Primary Duties and Responsibilities

• Provide administrative support to assigned directors, including calendar management, telephone support, filing, prospect/donor appointment scheduling and mail processing. As needed, coordinate travel for directors with duties including: managing appointments and itineraries, travel arrangements, prepare trip materials, travel advance requests, and expense statements.
• In cooperation with directors, assist in the planning and execution of events and meetings.  Responsibilities may include coordinating print and/or email invitations, coordinating with vendors, managing RSVP lists, creating name tags, event briefings, staffing and invoice processing.
• Serve as resource for directors in managing special projects which may include, preparing, editing and proofreading documents; preparation of general correspondence; fundraising reports; manage department supplies and equipment.
• Perform other duties as assigned.

Preferred Qualifications

• College degree.
• Five years of general office and administrative experience.
• Knowledge of university environment.
• Working knowledge of basic office equipment, internet research, and several computer programs such as Microsoft Office including Word, Excel, and Outlook. 
• Ability to plan and organize time and projects in order to meet deadlines.
• Demonstrated ability to make sound decisions regarding events, logistics, and budgets.
• Excellent oral and written communication skills.
• Ability to handle confidential material. 
• Strong interpersonal and written communication skills, including ability to listen, analyze, organize, plan and clearly present detailed information and ability to foster positive relations with diverse constituencies.
• Ability to thoroughly learn a new database system that will be used on a daily basis. 

Required Qualifications

• High school diploma or equivalent high school certification.
• Two years of relevant work experience.

Grade
G07-H

Salary Range
$18.91 - $29.32 / 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? 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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