Administrative Coordinator - Comparative Literature, School of Arts & Sciences - 42772

Updated: 26 days ago
Location: Seattle, WASHINGTON
Job Type: FullTime

Job Type/Schedule

This position is full-time and works approximately 37.5 hours per week.  



Department Name/Job Location

This position is in the Department of Comparative Literature in the School of Arts & Sciences,at Ridgly Hall on the Danforth Campus.



Essential Functions

POSITION SUMMARY:

This role serves as the primary administrator for the Program; working both with the faculty and students in the unit as well as with constituents across the university, with the end goal of providing support to enable the Program’s teaching and research endeavors to flourish.

PRIMARY DUTIES AND RESPONSIBILITIES:

  • HR/PERSONNEL: Coordinate with payroll representative to ensure accurate biweekly, monthly, and stipend payments; work with OISS as needed to coordinate visa status for new employees and visitors in Comparative Literature and German, secure housing for visiting scholars in Comparative Literature and German; provide support for employee searches in TAM, including all required scheduling and paperwork for faculty and postdoc searches; assist director with faculty promotion cases, including coordination of correspondence and compilation of dossiers; assist with adjunct appointments and reappointments;  oversee I9 and hiring paperwork in cooperation with payroll representative; hiring of work-study student.
  • CURRICULUM/STUDENT SUPPORT: Work with director to implement annual course offerings; maintain course listing data in SIS/WUCRSL; assist faculty with special classroom requests and needs (e.g. A/V) and grade submission, ensure book orders; maintain student records in coordination with registrar and college dean’s office.
    • Undergraduate: Provide guidance and support for undergraduate majors and minors; assist with course requirements.
    • Graduate: Assist with student application and admission process, including application processing, applicant visits and reviews, matriculation and enrollment; coordinate student status with the Graduate School offices; coordinate and schedule graduate examinations and dissertation defenses; assisting students with travel reports; communicate as necessary with Payroll and Accounting on behalf of graduate students.
  • EVENT PLANNING: Plan and administer all aspects of special events for the program (seminars, conferences, receptions and ceremonies, guest lectures, etc.), including itineraries, reimbursements, travel arrangements and transportation, accommodations, communications, food service, etc.; assist with special events in German and plan and administer the biennial German Symposium.
  • WEB/COMMUNICATION: Maintain content on program website; coordinate program newsletters, brochures, and other publications; work with A&S Computing and A&S Communications on technology and strategies; maintain program information in course catalogs and school informational resources (e.g. Bulletin); work with other academic departments and programs to share information and coordinate activities; share information with students, faculty, and the greater community; communicate with prospective graduate students.
  • FACULTY SUPPORT: Provide support for director and faculty regarding scheduling, travel, and administrative office support; arrange and support faculty meetings.
  • FACILITIES: Liaison to Facilities, Computing, Mail Services, and Housekeeping.
  • GENERAL OFFICE SUPPORT: Supervise student workers; provide clerical support, including preparing general correspondence, receiving visitors, telephone calls, and email requests, schedule common spaces; maintain program files and records; provide back-up for German.
  • Perform other duties as assigned.


  • Required Qualifications

    High School diploma or equivalent plus three years of relevant administrative experience.



    Preferred Qualifications

    • College degree.
    • Prior experience with accounting and website management.
    • Experience in higher education administration.
    • Excellent time management and organizational skills, ability to prioritize and multi-task.
    • Excellent oral and written communications skills.
    • Strong computer skills and ability and willingness to expand these skills as needed.
    • Excellent interpersonal skills and especially an ability to work with faculty, students, staff, and visitors from different cultures and backgrounds and to represent the program in a professional and courteous manner.
    • Ability to foster productive and cordial relations with diverse constituencies at the university.
    • Event planning skills; ability work independently; punctuality, dependability and responsiveness.
    • Ability to understand and interest in the complexities of the academic setting and the degree programs; discretion and confidentiality.


    Salary Range

    The hiring range for this position is $17.14 - $21.85 per hour.



    Benefits

    -Retirement Savings Plan
    -22 vacation days
    -8 Paid Holidays
    -Sick Time
    -Tuition benefits for employee, spouse and dependent children
    -Free Metro Link/ Bus pass
    -Free Life Insurance
    -Health, Dental, Vision
    -Health Savings Accounts (HSA)
    -Long Term Disability Insurance
    -Flex Spending Plan
    -Other Benefits
    Human Resources website (hr.wustl.edu)



    Internal Applicant Instruction

    Please attach a copy of your most current signed performance evaluation (completed within the last 18 months) to your online account.  If you have not received a performance evaluation, you may provide two current signed letters of recommendation (written within the last 18 months), preferably to include one letter from either a current or recent former supervisor.   To attach these documents, go to:  My Career Tools, Add Attachment, Attachment Type – Performance Reviews or Letters of Recommendation.



    EOE Statement

    Washington University is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity or expression, national origin, genetic information, disability, or protected veteran status.


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