Faculty Administrative Assistant II - Olin Business

Position Summary
The Faculty Assistant at the Olin Business School is responsible for directly supporting 16-20 full-time and/or 20-25 part-time faculty with the coordination and organization of software tasks, travel planning, accounting issues, research, event planning, copy-editing, web-based projects, and support to Olin students. This position supports the Associate Director of Administration, Office Manager, Olin staff, other faculty, and students as required.

Job Description

This position requires the ability to work overtime such as evenings and weekends as needed, especially in support of events. 

This position requires the ability to move across the campus to the bookstore and other Olin buildings on a regular basis and other campus buildings, as needed.

Primary Duties and Responsibilities

Administrative Assistant Duties:

• Provide administrative support to primary faculty assigned to this position while utilizing various skills and talents to accomplish requested assignments. 
• Utilize Microsoft Word, Excel, PowerPoint, Outlook, Adobe Acrobat, and Math.
• Type in completing assigned projects such as manuscripts, letters, exams, spreadsheets, presentations, formatting research papers, and mass mailings. 
• Make travel arrangements for faculty including airfare, hotel, car rental and itineraries. 

Event Planning:

• Coordinate visits of workshop speakers; brown bag seminars, schedule meetings and conferences.
• Make hotel reservations, appropriate arrangements for meeting rooms, refreshments, notices and announcements, create daily meeting itinerary for Olin faculty and speaker, gather necessary W-9/W-8 BEN information and travel receipts for reimbursement to the visitor(s), and any follow-up as may be requested by the faculty. 
• Coordinate travel arrangements, accommodations, and assist with records for travel expense reports for guests of Olin. 
• Assist with organizing or plan various annual 2-3 day conferences. 
• Create and maintain website for event. 
• Arrange registration fee payment via CashNet store if needed.
• Create and email/post call for papers.
• Plan off-campus events including dinners and off-campus meetings.
• Arrange transportation, additional on-campus meals, meeting locations, parties/receptions, collect meal selections and hotel room requirements for attendees and coordinate information with caterer and hotel. 
• Attend all events as requested by faculty to ensure smooth completion, requiring evening and weekend hours.

Technology/Web-Based Projects:

• Merge course sections on Canvas and add site content to Canvas or other Learning Management Systems for faculty.
• Create exams or online homework assignments, post assignments and announcements, coordinate recordings of class, create Zoom links for remote learning students or meetings, post course materials for Online MBA program. 
• Create seminar/workshop announcements and meeting requests using the seminar app. 
• Create surveys and collect/format data using Qualtrics, Survey Monkey, or other poll/survey web-based programs. 
• Use Digital Measures system to update faculty online bios or enter new information. 
• Update personal websites for faculty.
• Create and update websites for conferences using WU Sites or idloom, enter Call for Papers or conference announcements on SSRN. 
• Enter information on Olin-owned websites to advertise seminars, workshops, and conferences. 

Accounting:

• Make purchases using Procurement Card on behalf of faculty or faculty support and submit receipts to Olin accounting with cost center information required for the charge. 
• Submit faculty receipts for local purchases or travel expenses to Olin accounting for reimbursement ensuring that all information is provided by faculty.
• Monitor faculty STAR account or the Research Center's budgets on behalf of faculty or center directors. 
• Ensure requests for center funding are seen and approved by directors.

Research:

• Assist faculty in collecting and compiling data for research projects and/or tenure reviews. 
• Work with Olin accounting to collect and supply proper data for human subject payments and distribute payments to participants as required. 

Student Assistance:

• Coordinate TA work assignments on behalf of faculty; arrange exam locations and time frames for special accommodations, contact students/TAs with information from faculty. 
• Answer emails from students regarding various attainable information and refer them to the professor, a TA, or the LMS for answers.

Editing:

• Provide general copyediting services to Olin faculty. 
• Proofread research papers for proper spelling, grammar and punctuation. 
• Compare bibliography to paper content to ensure both are correct and all references are cited.

Perform other duties as assigned. 

Preferred Qualifications

• Prior university experience.
• Prior event planning experience.
• Experience with LaTeX or Mathtype software.
• Experience with HTML language and/or general web-design.
• Ten years of experience in a work environment emphasizing customer focus, high productivity, quality control, teamwork, and a diverse workforce.
• Strong proficiency of PC applications, including Microsoft Word, Excel, PowerPoint and Outlook. 
• Thorough knowledge of secretarial functions and procedures.
• Ability to produce high-quality work with a high degree of speed and accuracy.
• Demonstrated professional interpersonal and communication skills; ability to work and communicate effectively with faculty, staff, students, administrators, and others in the work setting. 
• Effective planning and organizational skills to ensure class materials, research projects, and events are completed by deadline. 
• Demonstrated ability to manage work and major processes.
• Ability to learn, note and correctly interpret instructions from administrators, faculty, and staff, each having specific needs and expectations. 
• Ability to work under time constraints and to work independently with minimum supervision required.
• Ability to remain flexible to complete assignments during staff absences and other staffing issues.

Required Qualifications

• High school diploma or equivalent high school certification.
• Two years of relevant work experience.

Grade
G07-H

Salary Range
$18.36 - $28.47 / 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
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.