Office Manager & Executive Assistant - Senior Advisor for St. Louis Initiatives - Chancellor's Office

Position Summary
The Office Manager & Executive Assistant to the Senior Advisor for St. Louis Initiatives plays a crucial role in both executive support and ensuring the smooth and efficient operation of the WashU Community Engagement Office. This position will provide day-to-day administrative support the Senior Advisor for St. Louis Initiatives, as well as serve as a welcome receptionist; order office supplies; and manage and track space usage for classrooms, workstations, and huddle spaces for the WashU Community Engagement Office. This is full-time in-person position, with hours of 8:30 am – 5 pm.

Job Description

Primary Duties & Responsibilities

• Provides administrative assistance to the Sr. Advisor. Performs job functions such as scheduling meetings, coordinating meetings, events, and programs hosted by Sr. Advisor, composing a variety of materials, including confidential reports and correspondence, managing files; taking phone messages and handling those deemed appropriate. Independently prepares executive level correspondence, briefings and other communications including graphs, charts and diagrams; expert in fact checking, proofreading and ensures adherence to University guidelines.
• Manages data in Salesforce and other university databases; runs reports and drafts executive summaries; prepares executive level weekly reports on Sr. Advisor's contacts and engagements.
• Manages community event sponsorship process; prepares executive level reports to senior university leadership on sponsorship data; manage invoice system and correspond with key external community leaders on event sponsorship statuses.
• Serves as office manager by answering phones and greeting visitors; responding to inquiries and providing information using established guidelines or referring to appropriate individuals and monitoring, maintaining, and ordering/stocking office, toner, paper, and miscellaneous supplies as needed. 
• Oversees booking and scheduling of office workstations, huddle spaces, and classrooms through the calendar management system and provide orientation to new groups to book and schedule office spaces. Tracks space utilization and provide monthly reports on office use. 
• Performs other duties as assigned by the Sr. Advisor and Program Manager, St. Louis Initiatives.

Preferred Qualifications

• Experience in a higher education environment.
• Professional training in technology, productivity tools, and/or project management.
• Experience with managing data and running reports out of Salesforce.
• Effective verbal and written communication skills as well as superior interpersonal skills.
• Demonstrated track record in working with diverse partners and visitors in a culturally competent manner.
• Excellent organizational skills and rigorous attention to detail.
• Demonstrated track record of proficiency in Microsoft Office Suite, Box, Qualtrics, and project management software.
• Demonstrated track record in ability to exercise discretion and to maintain absolute confidentiality.
• Ability to independently generate and edit correspondence and to meet deadlines in a fast-paced complex environment.
• Demonstrated track record in managing (nearly) paperless office, integration of new technology, and ability to research and identify new technology solutions for office operations.
• Strong project management and time management skills, including the ability to handle multiple concurrent responsibilities in a dynamic environment.
• Highest levels of discretion, diplomacy, flexibility, collegiality, and care in dealing with complex and sensitive governance matters and engaging effectively with board members and senior university officers.
• Ability to develop knowledge of, respect for, and skills to engage with those of other cultures or backgrounds.

Required Qualifications

• Bachelor’s degree.
• Two years of professional work experience.
• Experience collaborating with a team.

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.