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.
This position is full-time and works approximately 37.5 hours per week.
The Faculty Assistant at the Olin Business School is responsible for directly supporting 12 - 14 full-time and/or 15 - 18 part-time faculty with the coordination and organization of office tasks, research, event planning, copy-editing, web-based projects, and support to Olin students. Supports the Senior Manager, Office Manager, Olin staff, other faculty and students as required.
PRIMARY DUTIES AND RESPONSIBILITIES:
Administrative Assistant Duties:
Provide administrative support to primary faculty assigned to this position while utilizing various skills and talents to accomplish requested assignments. Particular attention to adjunct faculty changes that are made frequently thus requiring changes in support schedules and adjunct office assignments. Utilize Microsoft Word, Excel, PowerPoint, Outlook, and Adobe Acrobat in completing assigned projects such as manuscripts, letters, exams, spreadsheets, presentations and mass mailings.
Coordinate visits of workshop speakers; schedule meetings and conferences - Make hotel reservations, appropriate arrangements for meeting rooms, refreshments, notices and announcements, create daily meeting itinerary for Olin faculty and speaker, gather travel receipts for reimbursement to the visitor(s), and any follow-up as may be requested by the faculty. Travel Arrangements - Coordinate travel arrangements, accommodations, and assist with record keeping for travel expense reports.
Assist with organizing various annual 2-3 day conferences. Plan off-campus events including dinners and off-campus meetings. Arrange transportation, additional on-campus meals, meeting locations, cocktail parties/receptions, collect registrations and meal selections with attendees and coordinate information with caterer and hotel. Attend all events as requested by faculty to ensure smooth completion, requiring evening and weekend hours.
Act as school administrator for Qualtrics Survey System for all Olin faculty, staff, and students. Manage Blackboard sites for faculty – create exams, post assignments, create and collect SafeAssign projects, post grades. Use Digital Measures system to update faculty online bios or enter new information. Manage personal websites for faculty. Create and/or update websites for conferences, enter information on Campus Groups websites to advertise seminars, workshops, and conferences.
Assist faculty in collecting and compiling data for research projects. Work with Olin Accounting Department to collect and supply proper data for human subject payments and distribute payments to participants as required. Manage student research pool for Taylor Lab.
Coordinate TA work assignments on behalf of faculty; collect homework assignments, return graded assignments to students via mail files or in person. Assist in grading multiple choice quizzes and exams, arrange exam locations and time frames for special needs students, act as proctor for exams or time individual student exams as requested.
Provide general copyediting services to Olin faculty. Proofread research papers for proper spelling, grammar and punctuation. Compare bibliography to paper content to ensure both are correct and all references are cited.
High School Diploma or equivalent.
Minimum 2-3 years of prior secretarial or administrative assistant experience required.
Strong proficiency of PC applications, including Microsoft Word, Excel, PowerPoint and Outlook.
Thorough knowledge of secretarial functions and procedures.
Ability to produce high-quality work with a degree of speed and accuracy.
Prior University experience.
Prior event planning experience.
Experience with LaTeX or Mathtype software.
Experience with HTML language and/or general web-design.
Ten years’ experience in a work environment emphasizing customer focus, high productivity, quality control, teamwork, and a diverse workforce.
This position is in the Olin School of Business. This position is for the Danforth Campus.
The hiring range for this position is $16.31 - $20.39 per hour.
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.
All external candidates receiving an offer for employment will be required to submit to pre-employment screening for this position. Current employees applying for a new position within the university may be subject to this requirement. The screenings will include a criminal background check and, as applicable for the position, other background checks, drug screen, 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.
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.