Administrative Coordinator I - Engineering

Position Summary
The Administrative and Academic Program Coordinator provides administrative and academic program support to the Mechanical Engineering & Materials Science department. The administrative coordinator is responsible for coordination and management of master’s degree programs and undergraduate student programs. The administrative coordinator also serves as the first point of contact for the department and handles day-to-day administrative duties.

Job Description

Primary Duties and Responsibilities

Coordinate and Manage Master’s Degree Programs in MEMS

• Maintain master’s student application data from application submission through admittance.
• Track master’s student milestones and program progress; keep database of student status.
• Coordinate master’s student defense examinations; notify committee members of scheduled exam/proposal/defense; send out announcements; track paperwork upon completion of exam/proposal/defense and see that it is completed and entered into the student’s file.
• Prepare materials for new-student department orientations & notify students of school-wide orientations.
• Correspond with International students regarding their visa paperwork and relay new-arrival information from the OISS office.
• Prepare all graduating master’s students’ audits, prepare paperwork.
• Notify Department Administrator to change or complete roles when students change status or leave the university.
• Provide data and reports for the Director of MS Programs and the Director of Graduate Programs as needed and requested, utilizing WashU/McKelvey standard software tools.
• Assist students with independent study registration; keep forms updated; ensure all requirements are met at the end of the semester.
• Prepare information for grant/contact annual reports providing detailed information regarding master’s students, their academic status, and source of funding as requested.
• Serve as main point of contact for master’s students.
• Assist with recruitment of new master’s students.

Coordinate and Manage Undergraduate Program in MEMS

• Work with McKelvey registrar to complete audits in WashU/McKelvey standard software (WUAchieve, e.g.) of students intending to graduate.
• Edit the undergraduate portion of the department’s section of the university Bulletin; obtain Bulletin approval from faculty overseeing each major/minor; work with Director of Undergraduate Studies for final approval.
• Assist students with independent study registration; keep forms updated; ensure all requirements are met at the end of the semester.
• Assist the department ABET committee in preparation of materials and coordination of accreditation reviews.
• Work with the Director of Undergraduate Studies to ensure curriculum management information (WUCRSL, e.g.) is up to date, room assignments are correct.

General Office / Front Desk Duties

• Serve as first point of contact for all faculty, students and visitors to the department.
• Maintain the key distribution system.
• Serve as primary liaison for packages received by the department and campus mail
• order office and coffee supplies.
• Maintain building kitchens / coffee areas.

Perform other duties as assigned

Preferred Qualifications

• Bachelor’s degree and one year of administrative office experience or five years of experience.
• Proficient in Adobe Acrobat, Microsoft Outlook, Word, Excel, PowerPoint, and Teams
• Previous experience working in higher education.
• Excellent interpersonal skills and the ability to work with students, faculty, staff and visitors.
• Strong organizational skills to manage tasks efficiently and ensure responsiveness.
• Ability to work independently and as a team.
• Excellent verbal, organizational and written skills.
• Ability to keep sensitive information confidential.
• Critical thinking skills with the ability to organize multiple tasks and frequent deadlines.
• Professional and excellent oral and written communication skills, particularly when dealing with faculty and students.
• Ability to work under pressure with short deadlines.
• Strong attention to detail.
• High level of discretion and understanding.

Required Qualifications

High school diploma or equivalent high school certification.

Two years of administrative office 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? We’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 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.