Executive Assistant II - OFMD

Position Summary
The Washington University School of Medicine Operations & Facilities Management Department provides a range of services for the medical campus in a customer-focused, efficient, and sustainable manner. Operations & Facilities Management maintains 61 university buildings and provides operational, planning, and construction services to over 8.3 million gross square feet of space. We will open three new facilities between 2023 and 2025 with over 1.5M BGSF. In addition, the School of Medicine continues expanding its reach on and off campus in teaching, clinical care, and research. Our team plays a vital and important role in delivering care, research, and services.
This position provides administrative/analytical support to Associate Vice Chancellor, Associate Vice Dean of the Operations and Facilities Management Department (OFMD). Work is fast-paced and complex in nature. Considerable judgment, tact, creativity, and initiative are required in resolving problems. May have functional responsibility for providing direction to other administrative staff.

Job Description

Primary Duties & Responsibilities

• Drafts a variety of materials including analyzing data, emails, memos, confidential reports, and other correspondence with responsibility for the format, arrangement of attachments, and correct spelling and grammar.
• Schedules and coordinates meetings.
• Anticipates agenda items and materials for presentations and/or distribution.
• Manages the meeting logistics and ensures meetings progress as scheduled.
• Takes, organizes, writes, and distributes clear, succinct minutes of meetings. Identifies and follows up on action items.
• Collects, integrates and summarizes responses to information requests.
• Resolves problems, as appropriate, using knowledge of policies, procedures, and projects in process.
• May take independent action. This may include determining the course of action, referring to the appropriate manager for action, or holding for review by senior management.
• Compiles reports and ensures consistent style, accuracy, completeness, and compliance with policies and procedures.
• Collects materials necessary to reply to correspondence.
• Performs independent research and coordinates data for reports and presentations.

Preferred Qualifications & Skills

• Effective organizational, verbal, written and interpersonal skills.
• Ability to work under pressure with short deadlines.
• Ability to work accurately with minimal supervision, show initiative, exercise good judgment and handle confidential matters.
• Proficient in Excel, PowerPoint, Word, Outlook, Zoom, and Teams. 
• Ability to think critically, work with limited direction, and thrive in a team-based environment. 

Required Qualifications

Bachelor’s degree and three years of administrative experience and/or office management or a high school diploma or equivalent high school certification and seven years of administrative experience and/or office management.

Grade
G12

Salary Range
$55,600.00 - $94,900.00 / Annually

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
When you are ready to apply, creating an account only takes a minute. Your account creates a candidate home page which we will use to communicate with you and allows you to apply for jobs and view your application statuses. The first page of the application offers two “Quick Apply” options. Quick Apply allows you to either use a previous application or create a new application using a resume to populate the work experience and education sections of your job application. If using a resume to populate your application, check to ensure the application fields populated accurately. You may skip the “Quick Apply” page by clicking “Next” at the bottom of the page. Documents may be uploaded in the My Experience section of the application. You also have the option to apply with a LinkedIn feature, which allows you to apply by using your LinkedIn profile to populate some of the job application fields.