Administrative Coordinator III - Engineering (Hybrid)

Position Summary
Provide administrative support to the Associate Dean and Graduate Student Services (GSS) Staff. These duties include coordinating office functions, schedules, and providing administrative services with minimum supervision.

Job Description

Primary Duties & Responsibilities

Manage Department Event Planning

• Handle cradle to grave all department sponsored events such as Orientation Days, PhD Visit Day Event, Dean’s Select Event, PhD Hooding Ceremony, and other ad-hoc sponsored events. 
• Order and coordinate swag, room reservations, travel, hotel accommodations, food, etc. for many of the events cross all department/programs.
• Provide virtual and in-person set up, communication/registration, scheduling of resources/speakers, etc.

Provide administrative service, and overload assistance to the functional areas in GSS, primarily in the student support area.

• Help with communications, responsible for logistics of various seminars/workshops,  general student questions.
• Manage Docusign PhD forms ensuring forms are updated/relevant, routing to appropriate personnel, and uploading to Salesforce if relevant.

Provide general administrative support for the department

• Respond to student, staff and faculty initiated requests (email, phone or in person) in a timely, polite manner using tact and discretion while exercising sound judgment in dealing with sensitive situations.
• Staff the front desk and the phones of the department suite assisting all visitors from the internal and external communities. Answer, screen, and direct calls; provide information in accordance with department policy. Schedule conference rooms per requests.

Facilities Coordinator

• Coordinate special cleaning services as needed. Report maintenance services such as electrical, plumbing, HVAC, and elevator issues.
• Coordinate all office/computer/supplies/system access needs for departmental new hires and departures.
• Contact appropriate parties to address issues related to IT, phone, office equipment support, service calls, etc. and seeing these issues through to resolution. 
• Distribute mail and prepare outgoing mail. Order supplies, track inventory needs, ensuring needs are met with a fiscally responsible mindset.
• Arrange meetings (in-person and virtual) and distribute applicable material for department staff when multiple parties (faculty, students, outside staff) are involved.

Provide general administrative support for Associate Dean

• Manage calendars, coordinate meetings, handle correspondences, prepare materials for meetings and works on special projects
• Perform other duties as assigned.

Working Conditions

Work is performed in a hybrid environment with some requirements for in office attendance and occasional in person meetings. Availability for a few evening/weekend programs or events throughout the year is required and may require overtime hours.

Preferred Qualifications

• College degree.
• Extensive event planning responsibilities.
• Experience with student interactions.
• Proficient in Microsoft Office products.
• Ability to multi-task.
• High attention to detail.
• Self-motivated with ability to work independently and problem solve quickly.
• Excellent communication skills, written and verbal.
• Excellent organizational skills.
• Customer service oriented Attitude.

Required Qualifications

High school diploma or equivalent high school certification and five or more years of experience in an office or administrative support position, or a bachelor's degree and two or more years of experience in an office or administrative support position.

Grade
G09-H

Salary Range
$22.92 - $35.49 / 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.