Executive Assistant to the Dean (Hybrid) - School of Continuing and Professional Studies

Scheduled Hours

37.5

Position Summary

This highly visible position performs high-level administrative duties of a complex and confidential nature to assist the Dean and Chief of Staff in leading the development and work of the School of Continuing and Professional Studies (CAPS), including research and data summaries and analyses for strategic projects linking the university to the community, developing and executing the public face of the college, and running significant operations. Assists in administration of the staff in CAPS; serves as school liaison to other Washington University schools and departments, as well as external contacts.

Job Description

Executive Support

• Assists with research and data gathering and analysis in support of CAPS’ long-range planning, including highly confidential materials.
• Prepares confidential correspondence and materials for the dean and senior staff, designing presentations and writing and preparing reports, communications, letters, memos, and emails.
• Maintains significant substantive knowledge of CAPS’s academic and outreach programs and of the school’s relationships with a large network of internal and external stakeholders at the university and across the St. Louis region.
• Ensures that all requests, communications, and demands made of the Dean’s office are addressed in a timely, high-quality manner, ensuring deadlines are met.
• Serves as primary contact for the Dean; refers inquiries to appropriate departments as necessary and responds on the Dean’s behalf.
• Schedules, prioritizes, and maintains the Dean’s calendar and manages phone calls; anticipates the Dean’s workload and plans time blocks for travel, speech preparation, development work, board meetings, etc.; tracks phone calls, takes messages, and assists callers in Dean’s absence.
• Arranges and sets-up appointments for a variety of complex and large-scale meetings including faculty, program coordinators, students, staff, donors, alumni, corporations, district representatives, community leaders, etc.; coordinates all communication and makes all arrangements.
• Assists in planning events hosted by the dean, including receptions, parties, academic and professional panels, stakeholder gatherings, and speaking events.
• Coordinates travel arrangements, including ground/air travel, accommodations, preparing materials, details of reservations, logistics, appointments, etc.; manages travel expenses and reimbursement in Workday.

School Administration

• Oversees and ensures the daily administrative operations run smoothly, including managing support, placing supply orders, and maintaining the school’s resource and shared calendars.
• Assists with new hire onboarding and the department orientation process.
• Provides onboarding, supervision, and space assignment for federal work-study students.
• Assists in communicating internal staff news and policy changes, coordinating planning for internal staff events, and in the development and delivery of staff events and team-building initiatives.
• Renews and manages the department’s annual memberships and subscriptions (publications, professional organizations, etc.).
• Ensures all confidential administrative and correspondence files are maintained and available as needed; manages school agreements and MOU’s, tracks effective, termination, and renewal dates
• Assists with special projects and duties outside of CAPS: within WashU Central Administration, with other Departments and Schools, and national and international professional organizations.

Other Duties

•  Support and represent CAPS at department-sponsored events (i.e. Recognition Ceremony, Fall Welcome, alumni events, faculty and program coordinator events, staff events).
• Other duties as assigned to support CAPS’ administration, staff, faculty, students and external stakeholders

Working Conditions:
Job Location/Working Conditions

• Normal office environment

Physical Effort

• Typically, sitting at a desk or table

Equipment

• Office equipment

The above statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all job duties performed by the personnel so classified. Management reserves the right to revise or amend duties at any time.

Required Qualifications

Education:

High school diploma or equivalent high school certification or combination of education and/or experience.

Certifications/Professional Licenses:

No specific certification/professional license is required for this position.

Work Experience:

Administrative And/Or Office Management (7 Years)

Skills:

Not Applicable

Driver's License:

A driver's license is not required for this position.

More About This Job

Preferred Qualifications:

• Bachelor’s degree plus seven years of experience working for an executive(s) and experience with project management and coordination. 
• Demonstrated experience working with confidential projects using discretion and independent judgment. 
• Familiarity with University Information Systems (Workday, SIS). 
• PMP certification.

Preferred Qualifications

Education:

Bachelor's degree

Certifications/Professional Licenses:

No additional certification/professional licenses unless stated elsewhere in the job posting.

Work Experience:

No additional work experience unless stated elsewhere in the job posting.

Skills:

Adaptability, Confidentiality, Customer Service, Detail-Oriented, Editing Text, Flexible Mindset, Interpersonal Relationships, Leadership, Management Practices, Microsoft Excel, Microsoft PowerPoint, Microsoft Word, Oral Communications, Personal Initiative, Proactive Planning, Project Coordination, Self-Organization (Business), Sound Judgment, Stress Management, Working Independently, Writing

Grade

G12-H

Salary Range

$29.96 - $47.92 / 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 CandidateQuestions@wustl.edu or call the dedicated accommodation inquiry number at 314-935-1149 and leave a voicemail with the nature of your request.

All qualified individuals must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship.

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.

• Take advantage of our free Metro transit U-Pass for eligible employees.

• 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 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.

Washington University is dedicated to building a 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.