Scheduled Hours
40
Position Summary
This position will support the administrative and secretarial needs of the Executive and others as needed.
Job Description
Primary Duties & Responsibilities
- Maintain on-line calendars, make appointments and schedule meetings and conference rooms for the executive. Meetings can involve coordinating schedules of the Chancellor, Executive Vice Chancellors and Deans, as well as outside business contacts or departmental/school staff. Prepare materials for mailing and distribution prior to meetings.
- Review and type correspondence for executive and others as necessary. Proofread and suggest changes to format and wording using Microsoft Office software.
- Create and format various financial reports and presentations containing statistical information, charts, graphs or flow charts. Use PowerPoint to create presentations for executive’s use with University Council, Board of Trustees Committees and others.
- Open, categorize and prioritize mail. Bring priority items to attention of executive. Maintain follow-up file. May personally follow-up on specific items.
- Answer phone for executive as well as other senior financial management staff and direct caller to the appropriate department or person.
- Make travel arrangements for executive and others as needed. Prepare travel expense reports and enter into the Accounting Information System. Review travel reports of Deans and Officers for approval by the Vice Chancellor for Finance.
- Create and maintain all files for executive. Perform web searches for various information/data regarding peer universities.
- Initiate purchase orders (PO’s) and check requests, review and approve documents in Accounting Information System (AIS) including ProCard and monitor and purchase of supplies as needed.
- Serve as back-up for other administrative assistants. Be seen as the lead administrative assistant in department.
- Perform other duties as assigned.
Preferred Qualifications
- College degree, accounting or bookkeeping experience is a plus.
- Excellent interpersonal communications skills, on the telephone and in person, with visitors and with all University contacts.
- Excellent grammar, punctuation and spelling skills.
- Well-organized, professional, accurate, reliable, efficient, hard-working, productive, ability to juggle multiple priorities and able to maintain confidentiality.
- Ability to participate on various teams and projects.
- Ability to meet deadlines with varying degrees of pressure.
- Ability to deal effectively with a large and diverse customer base.
- Position is often first contact “customer” may have with Financial Services. Therefore, a professional organized and courteous approach is expected in all dealings, both internally and externally.
Required Qualifications
- High school diploma or equivalent high school certification plus five or more years of experience providing support to executive level personnel.
- Accurate typing skills, including statistical typing (60 or more wpm) and PC word processing experience.
- Excellent knowledge and skills using Word, Excel, PowerPoint and Outlook or similar systems.
Grade
G10-H
Salary Range
$24.24 - $37.58 / 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.
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
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 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.
Applicant Instructions
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