Administrative Coordinator Office of Research Affairs - Bursky Public Health - #307432

Scheduled Hours

37.5

Position Summary

Reporting to the Director of Research Affairs, the Administrative Coordinator will provide vital project and administrative support to Bursky Public Health's Office of Research Affairs.

Job Description

Primary Duties & Responsibilities:

Office Oversight and Coordination:

• Coordinates and performs daily tasks to ensure functioning of the SPH Office of Research Affairs (ORA) administrative office.
• Ensures that all tasks and administrative responsibilities of the ORA administrative office are met on time, professionally, and responsibly.
• Manages the Associate Dean of Research, ORA Directors and ORA event calendars. Anticipates and ensures that all meeting details, confirmations, and back-up materials are in order.
• Manages a shared inbox by triaging incoming requests, routing inquiries to appropriate stakeholders, tracking responses, maintaining organized records, and ensuring final documents and communications are accurately saved and archived.
• Serves as the primary contact for the Associate Dean of Research; refers inquiries to appropriate parties as necessary.
• Coordinates staff services, interoffice activities, schedules, programs and related administrative needs.
• Administers/prepares reports, minutes, correspondence, lectures and administrative materials.
• Assists in development/coordination of programs/projects.

Event & Meeting Planning and Communications:

• Manages all aspects of event/meeting planning, meeting strict deadlines, and staying within budget.
• Responsibilities may include coordinating print and/or email invitations, coordinating with vendors, managing RSVP lists, creating name tags, event briefings, staffing and invoice processing.
• Manages coordination of the weekly newsletter by collecting relevant resources sent in by others, drafting short summaries, soliciting edits from ORA Associate Dean and Directors, and submitting final draft to Communications.
• Ensures that ORA SharePoint site is up to date, pulls in resources, events, and funding opportunities listed in the newsletter, and alerts ORA staff to any issues.

Finance Support:

• Assists with preparing expense reports, developing budgets, monitoring expenditures and running reports; performs online systems entry of documents or data involving accounts payable, purchasing, budgeting, etc.
• Performs other duties as assigned.

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 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:

Relevant Experience (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:

Computer Literacy, Microsoft Excel, Microsoft Office 365, Microsoft Outlook, Microsoft PowerPoint, Microsoft Word, Office Equipment, Project Organization, Time Management, Verbal Communications, Written Communication

Grade

G08-H

Salary Range

$21.17 - $32.85 / 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 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.