Administrative Assistant II

Scheduled Hours

40

Position Summary

The Washington University School of Medicine Operations & Facilities Management Department provides a range of services for the medical campus in a customer-focused, efficient, and sustainable manner.


Operations & Facilities Management maintains 61 university buildings and provides operational, planning, and construction services to over 8.3 million gross square feet of space. We will open three new facilities between 2023 and 2025 with over 1.5M BGSF. In addition, the School of Medicine continues expanding its reach on and off campus in teaching, clinical care, and research. Our team plays a vital and important role in delivering care, research, and education.


Provides office, document preparation, budget/financial, and administrative support for the Operations and Facilities Management Departmentâ™s Facilities Engineering Team.

Job Description

Primary Duties & Responsibilities

• Schedules diverse and complex appointments, meetings, and travel arrangements. May prepare complex itineraries. Schedules and maintains daily appointment calendars and coordinates meeting details and confirmations. Prepares travel expense reimbursement according to guidelines.
• Provides administrative support to assigned staff. Types and composes various documents creates mail merges, and manages electronic and hard copy files.
• Receives, sorts, and distributes mail. Edits, proofreads, and occasionally drafts communications such as newsletters, event schedules, marketing materials, departmental information, program literature, and mailings; coordinates the printing, publishing, and distribution process.
• Provides logistical support and preparation for presentations, training, interviews, workshops, and special events on and off campus. 
• Updates training materials, case studies, etc., as needed.
• Serves as point of contact for scheduling meetings and conference rooms.
• Enters, tracks, and monitors work orders and helps to maintain the work order management system. May approve transactions and run/review reports.
• May assist in preparing contract budgets, proposals, status reports, and financial statements.
• Coordinates purchase order requests and work order requests. Maintains office supply inventory and coordinates the purchase of supplies as needed.
• Maintains/updates contact information, directories, departmental lists, email lists, and databases. May be responsible for updating/maintaining routine web pages and social networking sites.
• Answers phones, greets and directs visitors, and ensures the office's confidentiality is maintained at all times.
• Performs other duties as assigned.

Preferred Qualifications

• Bachelor's degree.
• Strong computer skills with Microsoft Office Suite experience, including Word, Outlook, Excel, PowerPoint, and Access.
• Strong oral, written, and interpersonal communication skills to deal effectively with a broad and diverse range of people.
• Ability to demonstrate consistent and accurate data entry and critical thinking.
• In-depth knowledge of office procedures.
• Ability to work as part of a team or independently.

Required Qualifications

• High school diploma or equivalent high school certification.
• Two years relevant work experience.

Grade

G07-H

Salary Range

$18.91 - $29.32 / 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     or call the dedicated accommodation inquiry number at 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? Weâ™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:

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 Universityâ™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 â“ fostering respect for all and welcoming individuals from diverse backgrounds, experiences and perspectives. Individuals with a commitment to these values are encouraged to apply.

About Washington University in St. Louis

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.

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