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.
Departmental Secretary Duties:
Type correspondence and publications for faculty. Distribute mail twice a day. Coordinate the mailing of the Newsletter and Event Notices. Maintain notices on 3 bulletin boards. Follow up with faculty tasks and assignments. Meet and greet all visitors and direct them accordingly.
Plan, coordinate, and execute events at department need including space reservation, meal planning, and potential accommodations: Annual Feenberg Lecture – largest department event; includes out-of-town guests. Holiday Gathering for 150-180 people. Staff award, retirement and anniversary celebrations. Seminars and colloquia (5 per week, at which the administrative assistant will coordinate space and refreshments).
Maintenance – report electrical, plumbing, HVAC and elevator issues. Card Access – coordinate card access and distribution. Keys – document the distribution and return of department keys. Telephone – add/remove lines as needed, and report any issues. Responsible for interface with two custodians responding to varying needs. Coordinates special cleaning as needed.
Room Scheduling Coordinator:
Common Area Scheduler, Seminar Room, Faculty Room, 2 Conference Rooms, 3 Visitor Offices.
Seminar Speaker Host:
Moves speaker through the schedule of faculty meetings. Makes hotel, lunch and dinner reservations. Send out seminar notices and post on bulletin board. Coordinate and host faculty search candidates.
Oversees all aspects of kitchen – maintains supplies, services coffee machine and bill changer, stocks refreshments like coffees, teas, creamer and sweeteners, makes account of cash flow for purchased stock, maintains wear and cleanliness of appliances.
May enter FIS documents including receipt vouchers, procard transactions, and check requests for purchases and reimbursements. May act as back-up for additional accounting documents. Any other duties as appropriate and assigned.
High school degree (or equivalent) and two years’ experience in secretarial or administrative support.
Ability to work effectively with a diverse group of faculty, staff, students, and constituents.
Prior experience in academic environment.
Experience with Washington University data systems, AIS and SIS.
This position is full-time and works approximately 37.5 hours per week.
Department Name/Job Location:
This position is in the Department of Physics within the School of Arts & Sciences at the Danforth Campus.
The hiring range for this position is $16.31 - $20.39 per hour.
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.