Washington University is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity or expression, national origin, genetic information, disability, or protected veteran status.
The Administrative Assistant provides support for the McKelvey School of Engineering Alumni & Development programs office. Responsibilities include assisting in project management for multiple projects, maintaining databases, preparing reports, assisting with the planning and coordination of Engineering team events and providing overall office support as needed.
PRIMARY DUTIES AND RESPONSIBILITIES:
Provide administrative support for four director-level staff, including handling travel arrangements, making appointments as necessary, processing expense reports, and maintaining calendars, files, correspondence and other communications. Coordinate meetings with high-level prospects and donors including preparing briefing reports and materials required for each visit.
Prepare complex reports for data analysis by directors. Submit data requests and format downloads for reports.
Assist in planning and organizing meetings and activities of volunteer committees, including volunteer recruitment, volunteer assignments and prospect management, preparation of follow up materials for volunteers and correspondence with volunteers and donors.
Assist in the planning and coordination of Mckelvey School of Engineering Alumni & Development events and programs and other special events. This requires occasional evening and weekend work. Specific duties may include:
Working with caterers, rental companies, etc.
Coordinating logistics for meeting spaces, A/V services, etc.
Preparing and mailing invitations
Compiling RSVP lists
Providing on-site staffing
Prepare and manage development data and special report requests
Preparing and distributing briefing folders
Maintaining budgets and submitting final bills
Maintain general knowledge of the McKelvey School of Engineering and campus resources for alumni, parents, and friends.
Assist with events, projects and activities related to Alumni and Development Programs.
Serve as resource for Directors in managing projects. Suggest improvements to promote efficiency and cost effectiveness. Train and supervise student workers. Organize tasks to maximize productivity.
Perform other duties as assigned.
High school plus 1-2 years of work experience, or equivalent combination of education and experience.
Experience with using Word, Excel and Outlook.
Bachelor’s degree preferred.
Previous administrative experience within a university or not-for-profit setting.
Excellent administrative and data management skills. Strong technical ability including advanced use of Word, Excel, Outlook and MapPoint.
Excellent time management, organizational skills.
A deep appreciation for the mission of Washington University and the McKelvey School of Engineering, and a desire to play a meaningful role in the University’s community. Excellent administrative and data management skills.
Excellent verbal and written communication skills.
Excellent time management, organizational skills.
Ability to work successfully with diverse constituencies associated with the University: alumni, parents, students, faculty, staff and volunteers.
Demonstrated “customer service skills.” A self-starter and proactive with project assignments.
Ability to listen carefully, learn quickly and work effectively in a complex organization.
A desire and ability to work collaboratively with colleagues across the University.
Honesty, integrity, enthusiasm, perspective and a strong work ethic, supported by commitment and follow through.
Excellent proofreading skills and attention to detail.
The hiring range for this position is $15.99 to $16.41 per hour.
-Retirement Savings Plan -22 vacation days -8 Paid Holidays -Sick Time -Tuition benefits for employee, spouse and dependent children -Free Metro Link/ Bus pass -Free Life Insurance -Health, Dental, Vision -Health Savings Accounts (HSA) -Long Term Disability Insurance -Flex Spending Plan -Other Benefits
Human Resources website (hr.wustl.edu)
Department Name/Job Location:
This position is in the Department of Engineering - Alumni and Development Programs. This position is for the Danforth Campus.
This position is full-time and works approximately 37.5 hours per week.
Internal Applicant Instruction:
Please attach a copy of your most current signed performance evaluation (completed within the last 18 months) to your online account. If you have not received a performance evaluation, you may provide two current signed letters of recommendation (written within the last 18 months), preferably to include one letter from either a current or recent former supervisor. To attach these documents, go to: My Career Tools, Add Attachment, Attachment Type – Performance Reviews or Letters of Recommendation.
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.