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.
Department Name/Job Location:
This position is in the Office of the Provost. This position is for the Danforth Campus. The ability to travel to on- and off-campus locations as needed is required.
Provide high-level administrative support using considerable judgment, tact, creativity and initiative. Manage daily activities of the Provost: serve as the point of contact for visitors to the Provost office; support calendars, travel, mailings, setup/cleanup of meetings for the Provost and other members of the Provost office. This position works closely with senior leadership to ensure that project deadlines are met and responses are well-coordinated and well-executed. The position requires significant substantive knowledge of the University’s academic, research, and outreach programs.
PRIMARY DUTIES AND RESPONSIBILITIES:
Ensures most efficient use of time by anticipating and preparing daily schedule. Schedules, prioritizes and maintains appointment calendar. Anticipates and ensures that all meeting details, confirmations, and back-up materials are in order.
Investigates issues and problems which need direct and immediate involvement and response by the Provost. Drafts, prepares and otherwise communicates responses to urgent and non-urgent requests for the Provost. Interacts regularly with University leadership, faculty, staff, and students on behalf of the Provost’s office, and manages all administrative responsibilities necessary to representing the Provost’s office in a professional and organized manner.
Provides executive support. Ensures that all requests, communications, and demands made of the Provost’s office are addressed in a timely, high quality way. Ensures that all deadlines are met. Ensures that all tasks and administrative responsibilities of the Provost’s office are met on time, professionally, and responsibly. Regularly communicates/updates Provost and Assistant Provost on projects, requests, processes, and issues. Solves administrative problems with care, diplomacy, and professional judgement.
Strategically coordinates and supports numerous Provost Office committees. Manages timeline to meet project deadlines. Works closely with committee leaders to produce anticipated project expectations.
Acts as a liaison between leadership, school, university, and community constituents. Uses discretion in responding on behalf of the Provost if information is known, and prioritizes mail, call backs, etc.
Serves as the primary contact for the Provost; refers inquiries to appropriate departments/personnel as necessary and responds on Provost’s behalf.
Establishes and maintains confidential files ensuring efficient retrieval for all personnel authorized to access data.
Schedules and coordinates travel, including transportation, lodging, registration, and visa/passport as required. Completes travel reimbursement documents and travel expense reports in the WashU financial system.
Manages the purchase of supplies, equipment, and services. Accurately processes invoices, travel reports, check requests, internal documents, remote purchases, blanket orders, and receipt vouchers on a timely basis using WashU’s financial system. Maintains files for audit purposes. Schedules and contracts meeting rooms, arranges catering and rentals. Responsible for the overall setup of catered events, including the original set up and organizing cleanup.
Prepares confidential correspondence and all materials for the Provost, senior staff and other officials. Assumes responsibility to prepare and assemble materials required by the Provost for meetings and events and takes ownership for anticipated materials for meeting preparation. Researches, compiles and summarizes issues, policies and topics; provides background information, talking points and briefing materials as necessary. Prioritizes issues and decides which need direct and immediate involvement and response by the Provost. Formulates, writes, or otherwise communicates responses for the Provost.
Manages annual or biannual events, such as orientations, committee meetings, conferences, as needed out of the Provost Office. May require participation in such meetings to serve as vendor liaison and/or secretary to the committee.
Onboards new employees, including, but not limited to office set up, equipment purchase and set up, moving liaison, and coordinating orientation meetings.
Conducts research, drafts written material, creates talking points, obtains back up needed material, and produces presentation slides and charts.
Develops procedures to keep the Provost apprised of University and School events for the purpose of determining the Provost’s participation and extent of involvement. Plans for the logistical, scheduling, personnel, resource, and communications requirements of all activities under the auspice of the Provost’s office. Coordinates events and visits under the responsibility of the office.
Performs other duties as assigned.
Bachelor’s degree and five years of experience, or in lieu of a bachelor’s degree, seven years of experience in a university or executive environment with responsibilities for academic administration, faculty management, operations management, external relations, and/or communications.
Relevant experience providing administrative support to senior administrators or managers.
Previous experience working with faculty, staff, and administration in a university setting.
Knowledge of Washington University systems.
Exceptional writing skills.
Excellent oral communication skills.
Exceptional proficiency in working with Microsoft Excel, Word, Adobe, and PowerPoint.
Ability to handle sensitive and confidential information.
Ability to work with a wide variety of people in varying levels of responsibility.
Detail-oriented and self-motivated with the ability to execute multiple tasks in an organized manner.
Ability to set priorities and work independently.
Ability to be a self-starter and prioritize.
The hiring range for this position is $27.15 - $35.29 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.