Administrative Coordinator I - Arts and Sciences

LocationST. LOUIS, MO 63130 Scheduled Hours37.5

Position SummaryThis role will provide substantial assistance to faculty and staff for various forms of communication within and outside the department, support existing and planned department spaces and electronic resources, and coordinate departmental events. This position is a back-up for staffing the department office. The person in this position works with faculty, staff, and students in the department and acts as a liaison with other entities in the university.
The department is housed in an older building with recurring problems, currently has 19 labs, 2 specimen storage rooms, 2 meeting rooms, 3 classrooms, 33 faculty and staff offices, 23 graduate student offices, copy and computer rooms, and various project rooms, all heavily used.

Job Description

Manage all department spaces-offices, labs, seminar rooms, and materials storage:

• Act as liaison with Facilities Planning and Management, WFF, Card Access, and external vendors to ensure McMillan Hall and all materials and technology within are fully functional.
• Manage building problems and crises with promptness by contacting relevant contractors and university departments, taking special care to protect resources and specimens (at times this requires after-hours emergency calls).
• Oversee construction, renovation, and maintenance projects.
• Process work orders and follow up to make sure work is complete.
• Work with Business Manager and Department Chair to assign office/lab space.
• Coordinate interdepartmental moves.
• Annually conduct the Archibus space survey.
• Set up and curate department hallway and classroom displays.
• Update and maintain department list of equipment and serial numbers for department, A&S, and floater insurance purposes.
• Partner with Business Manager for approval of all building-related expenses.

Manage department and program events:

• Manage department event calendar.
• Book travel, hotel, and organize itineraries for visitors.
• Advertise speakers across campus mediums (newsletter, website, social media, Ampersand, and The Record, etc.).
• Act as liaison with university and other services for event logistics including reserving space, procurement of food and supplies, and set-up and breakdown of event space.
• Partner with Business Manager for approval of all event-related expenses.
• Coordinate and supervise receptions for regular department colloquia and job talks (requires periodic evening hours).
• Send weekly events email to department.

Website, publication, and social media administration:

• Update and provide ongoing maintenance of website for department.
• Maintain inventory of data and images of department research, events, and awards.
• Update and maintain department social media accounts.
• Contribute to department publications, flyers, and newsletter.
• Schedule staff, graduate student, and faculty photos.
• Keep all photos current on Department website and in Departmental displays.
• Manage annual department photo contest.

Provide back-up support of main office:

• Staff office when the Department’s other Administrative Coordinator is not present.
• Answer phone and assist students and visitors with questions.
• Contribute to general office endeavors in support of the department needs.
• Distribute mail and packages.
• Special projects for the Business Manager and Department Chair as needed.

Coordinate lab safety and maintenance:

• Act as liaison with university safety committees/attend meetings on lab safety.
• Coordinate department lab training and safety protocols.
• Keep department current with university lab and environmental policies.
• Maintain labs, schedule cleaning of grease traps, HVAC, and specialized equipment.

Manage technology:

• Maintain and troubleshoot department technology including computers, dongles, webcams, etc.
• Act as liaison with Arts and Sciences Computing for computer and wireless services

Working Conditions:

Job Location/Working Conditions:

• Normal office environment.
• Ability to travel to various on- and off-campus locations.

Physical Effort:

• Typically working at desk or table.
• Repetitive wrist, hand or finger movement.

Equipment:

• Office and lab 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 (2 Years)

Skills:

Not Applicable

Driver's License:

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

More About This JobPreferred Qualifications:

• Knowledge of WashU policies and culture.

• Bachelor’s Degree.

• Prior knowledge of Workday.

• Prior experience in managing multiple outside vendors.

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:

Computer Applications, Computer Literacy, Detail-Oriented, Interpersonal Communication, Microsoft Access, Microsoft Excel, Microsoft Office, Microsoft Outlook, Microsoft PowerPoint, Microsoft Word, Office Procedures, Organizing, Software Program

GradeG07-H

Salary Range$19.29 - $29.91 / 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.

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 ScreeningAll 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 StatementWashington 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.