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 40 hours per week.
Department Name/Job Location:
This position is in the Department of Student Support Services. The position is located at the North Medical Building. This position is for the Medical School Campus.
Position serves as the Executive Secretary to the Associate Dean for Admissions, ensuring quality and meeting deadlines. Assists the Associate Dean for Admissions and Director of Admissions in providing clerical, administrative, and project support to the Office of Admissions. Oversees and/or participates in the coordination, control, and completion of special projects and events. Coordinates multiple Committee on Admissions (COA) meetings and the administrative needs of various subcommittees. Is proficient in Admissions application system. Interacts with COA members, promotes teamwork and performs various administrative duties as needed.
PRIMARY DUTIES AND RESPONSIBILITIES:
Serves as the Executive Secretary to the Associate Dean for Admissions. Coordinates the day-to-day calendar for the Dean and schedules meetings, including space reservation for the Dean, Director and others in the office.
Provides support for associated administrative activities, to include making travel arrangements, screening and handling telephone communications, greeting and directing visitors, and dealing with administrative problems and inquiries as appropriate.
Organizes and facilitates meetings, conferences, and special events as requested; schedules and coordinates dates and times, venues, attendance, agendas, and facilities; takes minutes, and provides administrative support and follow-up on matters arising from meetings.
Provides administrative support and coordination services to the Director of Admissions and assists with the day-to-day operations of the Admissions Office. Coordinates the Admissions Office and staff in the absence of the Dean and Director.
Creates, composes, and edits technical and/or administrative correspondences and documentation; prepares a variety of technical, statistical, financial and narrative reports, letters, memos, and other written correspondence and materials.
Manages vendor relationships and coordinates activities related to applicant interviews including, but not limited to applicant breakfasts, lunches, pizza parties, and tours for applicant visits. Schedule meetings with student hosts and tour guides.
Orders office supplies for the department and marketing items for medical student recruitment. Orders refreshment and beverages for applicant pizza parties.
Assists the Director with management of admissions statistics. Attends Steering Meetings, entering voting tally for applicants accepted/rejected into the admissions database.
Serves as a liaison to COA members. Manages COA member database. Schedules new COA member orientations with subcommittee chairs. Compiles and distributes admissions information to new members. Schedules rooms for COA subcommittee meetings and Steering Meetings. Notifies COA members of admissions meetings and of applicants they’ve interviewed that are accepted. Manages annual COA Dinner. Assists the Associate Dean of Admissions and subcommittee chairs in scheduling rooms for meetings and notifies members of meetings.
Coordinates logistical needs for the annual recruitment programs, including Second Look Weekend Pre-med Advisors Weekend, and University Scholars Program in Medicine. Logistical needs include, scheduling activities, setting agenda, inviting faculty speakers, scheduling caterers, processing reimbursements to student hosts, inviting interviewers, reserving rooms and recruiting student panel participants.
Coordinates logistical needs for the annual COA events, including the COA Breakfast in the fall and COA Dinner in the spring.
Manages mass mailings by coordinating staff, downloading MCAT score data and prospective applicant contact information for mass recruitment mailings.
Performs various administrative duties for the Associate Dean of Admissions as needed.
Equivalent of a high school diploma with two years of college or secretarial training.
Three to five years of secretarial experience.
Certified Administrative Professional (CAP), Microsoft Office Specialist (MOS), Professional Administrative Certification of Excellence (PACE), or other equivalent professional certification.
Ability to work independently, as well as, work well with students, staff, and faculty.
Excellent organizational skills.
Excellent written and oral communication skills.
Proficient in Microsoft Access, Outlook, Word and Excel.
The hiring range for this position is $19.18 - $24.47 per hour.
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.
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.