Washington University is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity or expression, national origin, genetic information, disability, or protected veteran status.
This position is full-time and works approximately 40 hours per week.
Department Name/Job Location:
This position is in the Department of Pediatrics Emergency Medicine. This position is for the Medical School Campus.
Position provides administrative assistance and support functions for the Division, including financial, operations and human resources management.� Supervises clerical support staff.
PRIMARY DUTIES AND RESPONSIBILITIES:
Coordinates and prioritizes complex meeting responsibilities, appointments, and conferences for Division Director.
Manages Division finances including general funds, incentive accounts, travel fund, provides support for budget preparation, analysis and projection of expenses.
Anticipates and prepares materials needed by the Division Director for conferences, meetings, appointment and telephone calls and/or e-mails.� Assists with administrative details of confidential situations.� Prepares special reports, summaries or replies to inquiries.� Administers/prepares reports, minutes, correspondence, lectures and administrative materials for the direction of the Department.
Assists in the preparation and review of the annual report, contracts and business plans, as directed by the Director of Clinical Operations.
Supervises the management of faculty clinical and academic schedules, maintains records, and generates reports as needed.
Supervises division clinical support staff.� Makes hiring recommendations, evaluations, counseling, and terminations for support staff.
Maintain divisional faculty calendars.� Provide secretarial support for divisional faculty.
Maintain division’s personnel files of faculty and fellows and coordinate division evaluations for faculty.
Coordinate travel for the division faculty, fellows, and staff to include airline, meeting registration and hotel reservations.� Initiate check requests for travel advances, process travel expense reports for reimbursements in the FIS system.
Schedule interviews for potential faculty members.� Includes making travel arrangements, preparation of visit itinerary and seeing that all the applicants get to each appointment in a timely manner.� Assist with document submission for recruited divisional faculty and fellows.� Prepare divisional faculty appointment and promotions packets.
Provide back-up for Administrative Coordinators when absent.
High school diploma required. Two to four years of experience in office management, preferably with supervisory and budget management responsibilities. Appropriate education and/or experience may be substituted on equivalent basis.
Bachelor’s degree in a business related field is strongly preferred.
Experience in a medical, research or educational environment preferred.
5 years demonstrated experience supporting a top level executive in an academic environment.
Minimum 3 years demonstrated experience in coordinating calendars, events and confidential information in a multi-system, complex environment.
Excellent office skills including Microsoft Word, Power Point, Excel, Lotus Notes, FIS, and typing 60 WPM+.
Excellent organizational, communication, and problem solving skills with the ability to meet deadlines, prioritize duties and manipulate multi-task projects.
Experience in medical and/or scientific settings helpful, including grant preparation and manuscript editing.
Knowledge of medical terminology.
Ability to operate general office equipment including computer, fax machine, 10 touch key calculator, photocopier, multi-line telephone.
Ability to anticipate needs and exercise initiative in all aspects of office administration.
Strong critical thinking, problem solving and attentiveness to detail required.
Ability to handle multiple situations with tact maintaining excellent customer service.
Ability to use discretion and independent judgment, work under pressure and adhere to short deadlines.
Ability to analyze problems and develop creative solutions in a wide variety of situations.
Excellent oral and written communication skills.
Basic knowledge of accounting principles and procedures.
Advanced organizational skills.
Ability to function independently in a professional and confidential manner essential.
Experience in development and documentation of operating and administrative policies and procedures.
The hiring range for this position is $20.36 - $25.94 per hour.
-Retirement Savings Plan -22 vacation days -8 Paid Holidays -Sick Time -Tuition benefits for employee, spouse and dependent children -Free Metro Link/ Bus pass -Free Life Insurance -Health, Dental, Vision -Health Savings Accounts (HSA) -Long Term Disability Insurance -Flex Spending Plan -Other Benefits
Med School HR website (medschoolhr.wustl.edu)
Internal Applicant Instruction:
This position is grade G09.
Please attach a copy of your most current signed performance evaluation (completed within the last 18 months) to your online account. If you have not received a performance evaluation, you may provide two current signed letters of recommendation (written within the last 18 months), preferably to include one letter from either a current or recent former supervisor. To attach these documents, go to: My Career Tools, Add Attachment, Attachment Type – Performance Reviews or Letters of Recommendation.
Washington University in St. Louis, a medium-sized, independent university, is dedicated to challenging its faculty and students alike to seek new knowledge and greater understanding of an ever-changing, multicultural world. The University offers more than 90 programs and almost 1,500 courses leading to bachelor's, master's and doctoral degrees in a broad spectrum of traditional and interdisciplinary fields, with additional opportunities for minor concentrations and individualized programs. The faculty is composed of scholars, scientists, artists and members of the learned professions. They serve society by teaching; by adding to the store of human art, creativity, understanding, and wisdom; and by providing direct services, such as health care.