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Administrative Assistant IV - Arts & Sciences

companyWashington University in St. Louis School of Arts & Sciences
location6475 Forsyth Blvd, St. Louis, MO 63105, USA
PublishedPublished: 12/8/2023

Scheduled Hours

37.5

Position Summary

The position plays a key role for the new department by having a staff person who helps the department chair and associate chair with their day-to-day duties and activities in faculty/student recruiting and program development among other things.

Job Description

Primary Duties & Responsibilities

  • Provides high-level administrative support: prepares reports, minutes, correspondence, and administrative materials required by the Department chair/associate chair. Keeps calendars; Keeps track of projects and ensures deadlines are met.
  • Works with committees in student admissions, and program developments at both the graduate and the undergraduate levels. 
  • Co-organizes undergraduate and graduate programs: Oversees student activities. Ensures all students register for required courses and electives. Works with students and faculty to assure that all program degree requirements are met, and all documents are submitted.  Works with HR/Payroll Associate to ensure students are paid correctly (UF vs RA). WUAchieve Department Administrator.
  • Supports department faculty searches, placing advertisements and managing applications. Works with the Dean's office and department personnel to ensure that university policies are met (application materials, communications, etc. are kept per university guidelines). Assists the HR/Payroll Associate in reporting on the faculty hiring process.
  • Co-organizes teaching assignments and monitors student enrollment – Helps chair, associate chair, and faculty to assign teaching assignments. At the beginning of each semester, monitors enrollment numbers and informs faculty of course offerings which may need to be withdrawn due to low enrollment. Ensures courses are listed for semester registration and cross-listed if necessary. 
  • Graduate Program Administrator. Organizes graduate student recruiting, sends flyers, serves as first point of contact for applicants, answers questions of prospective students, organizes application materials for faculty review, tracks recruitment progress, reports results to faculty committee. Organizes recruiting weekend(s) with current students, coordinating travel and travel expenses. Develops orientation programs with current students. Works with faculty to ensure grades are turned in timely.
  • Supports faculty members’ Canvas activities. 
  • Manages the creation and distribution of faculty tenure and promotion dossiers, ensuring faculty promotion guidelines are met on schedule.
  • Assists with departmental inquiries, visitors and customer questions and needs.  
  • Performs other duties as assigned (i.e., workshops, advisory committee meetings).


Preferred Qualifications

  • Bachelor’s degree.
  • Five years of administrative experience.
  • Working knowledge of general office equipment including word processing, excel, WUCURSL, SIS, SRS, CollegeNet, WUAchieve, and similar programs.
  • Strong problem solving and critical thinking skills.
  • Ability to maintain confidentiality.
  • Ability to prioritize, multitask, and meet deadlines.
  • Supervisory skills.
  • Ability to work independently with minimal supervision.

Required Qualifications

  • High school diploma or equivalent high school certificate.
  • Five years administrative office experience.

Grade

G09-H

Salary Range

Base pay is commensurate with experience.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 emailCandidateQuestions@wustl.eduor 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.