Special Projects & Executive Administrator (Hybrid) - School of Continuing and Professional Studies

Scheduled Hours

37.5

Position Summary

Working under minimal supervision, the Executive Assistant provides high-level administrative support for the executive using considerable judgment, tact, creativity and initiative. This position works closely with the executive to ensure that project deadlines are met and department/school’s responses are well-coordinated and well-executed. The position requires significant substantive knowledge of the department/school’s academic, research, and outreach programs. The Executive Assistant will maintain a clear understanding of the department/school’s priorities and develop knowledge of the leadership relationships with a large network of internal and external stakeholders. The Executive Assistant also oversees the department/school’s master calendar and supports strategic school initiatives.

Job Description

Provides high-level administrative support for the Executive/Dean.

• Ensures most efficient use of Executive/ Dean’s time by anticipating and preparing daily schedule.  Schedules, prioritizes and maintains appointment calendar.  Anticipates and ensures that all meeting details, confirmations, and back-up materials are in order.
• Acts as liaison between the Executive and the department/Dean and school, university, and community constituents. Greets visitors, receives and screens telephone calls, takes accurate messages, and keeps the Executive/Dean informed of the identity and nature of calls and visits during his/her absence. Uses discretion in responding on behalf of Executive/Dean if information is known, and prioritizes call backs.
• Sorts the Executive/Dean's incoming mail, prioritizing and responding where appropriate.
• Composes and/or edits a variety of materials for the Executive/Dean including letters, memos, contracts, and general correspondence with responsibility for formatting, spelling, grammar, and required attachments. Anticipates and prepares materials needed by the Executive/Dean for meetings and ensures that materials are filed as appropriate.
• Responds to requests for Executive/Dean’s Office statistics and reporting. Keeps accurate records of required Department/School statistics and reports.
• Assists the Executive/Dean with scheduling and coordinating travel, including transportation, lodging, conference registration and visa/passport as required. Completes Executive/Dean’s travel reimbursement documents and travel expense reports in the University’s Financial Information System (FIS) in a timely manner when travel is complete. Reconciles the Executive/Dean’s Pro Card expenditures.
• Establishes and maintains confidential files in the Executive/Dean's office, ensuring efficient retrieval for all personnel authorized to access data.
• Manages logistics, contracts, and expenses for the Executive/Dean’s Office special events including the annual holiday party, all-school meetings, and special occasion receptions/dinners. Manages small catering needs for meetings, faculty lunches, etc.
• Ensures Executive/Dean’s Office facilities are well maintained, supplied, and in good physical condition. Works with Facilities staff to troubleshoot issues and purchases supplies as needed.

Manages the Executive/School's Lecture Series and Master Calendar.

• Works with Lecture Series Committee chairs and the executive/dean to develop a lecture series schedule and budget, if applicable.
• Tracks all expenses and reconcile budget at the end of the fiscal year.
• Coordinates itineraries and travel arrangements with visiting lecturers and faculty hosts; organizes all aspects of lecture including technical support, receptions, and post-lecture dinners.
• Works with visiting lecturers, faculty, and student leaders to develop and organize meaningful experiences outside of scheduled lectures.

Supports Office of the Executive/Dean strategic and academic initiatives.

• Conducts research, drafts written material, and produces presentation slides and charts for the Executive/Dean.
• Prepares thank you letters for donors and assists with Alumni & Development activities, including special events, National Council meetings, and mailings.
• Supports academic administration efforts including development of materials for tenure and promotion cases and materials for university accreditation.
• Supports department/school-sponsored symposia and conferences.

• Researches and identifies potential student engagement opportunities.

• Works with the Communications Office to develop and coordinate a publicity strategy internally and to the St. Louis community.
• Works with Alumni & Development to steward lecture donors.
• Creates and manages any public lectures.
• Manages the master calendar for department/school working with Communications, the Directors’ Offices, and others to maintain an accurate and up-to-date resource for the entire department/school.
   

Performs other duties as assigned.

Working Conditions:
Job Location/Working Conditions

• Normal office environment.

Physical Effort

• Typically sitting at desk or table.

• Repetitive wrist, hand or finger movement.

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:

Bachelor’s degree or combination of education and/or experience may substitute for minimum education.

Certifications/Professional Licenses:

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

Work Experience:

Administrative And/Or Office Management (3 Years)

Skills:

Not Applicable

Driver's License:

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

More About This Job

WashU seeks highly motivated individuals who are able to perform duties in a manner consistent with our core mission and guiding principles.

Preferred Qualifications

Education:

No additional education unless stated elsewhere in the job posting.

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

Salary Range

$58,400.00 - $99,700.00 / 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.

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. 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, citizenship (where prohibited by federal law), age, religion, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or genetic information.