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 of the Vice Chancellor for Operations and Technology Transfer located at North Brookings at the Danforth Campus.
The ability to travel to on and off campus locations is required.
The executive assistant will provide a wide range of trusted executive support to the Vice Chancellor for Operations and Technology Transfer. Responsibilities will include organizational and administrative support functions and require a high level of attention to detail, constituent service engagement, and critical thinking. The successful candidate will serve as a trusted assistant to key functions in the office.
PRIMARY DUTIES AND RESPONSIBILITIES:
Provide high-level executive administrative support to the Vice Chancellor for Operations and Technology Transfer. Maintain calendars, schedule and support meetings, lectures, conferences, symposiums and seminars. Coordinate travel arrangements, including but not limited to visas, passports, itineraries, and expense reports. Maintain files and budgets, order and maintain appropriate office supplies. Answer phone, screen and route calls providing information about various projects, initiatives, and functions in operations and technology transfer. Attend meetings supporting the Vice Chancellor and prepares meeting minutes when appropriate. Perform a variety of support tasks necessary to create an effective and efficient, professional office environment.
Interact and engage with senior officers, community members, and other personnel (including respective administrative support professionals) on topics related to the business functions of the Office of the Vice Chancellor for Operations and Technology Transfer.
Manage schedules, prioritize functions and appointments. Provide material and background information to prepare Vice Chancellor for upcoming meetings and ensure meeting deadlines are communicated and attained.
Organize and manage logistics, travel, and reservations for the Vice Chancellor and events/functions (e.g. receptions, dinners, conferences and seminars) on and off the campuses.
Process FIS documentation for departments and work with senior project staff in the Office of the Vice Chancellor for Operations and Technology Transfer to monitor budgets for office needs.
Coordinate, schedule and oversee visiting lecturers, distinguished visitors and invited guests to the University.
Supervise the administrative assistant and others (e.g. student workers, student interns, or work study students) as directed. Ensure all necessary functions are appropriately assigned.
Perform other duties as assigned.
High school diploma or equivalent high school certification.
Five or more years of experience providing support to executive level personnel.
Accurate typing skills, including statistical typing (60 or more wpm) and PC word processing experience.
Excellent knowledge and skills using Word, Excel, PowerPoint and Outlook or a similar system.
Excellent interpersonal communications skills, on the telephone and in person, with visitors and with all University contacts.
Excellent grammar, punctuation and spelling skills.
Well-organized, professional, accurate, reliable, efficient, hard-working, productive, ability to juggle multiple priorities, and ability to maintain confidentiality.
Ability to meet deadlines with varying degrees of pressure.
Ability to deal effectively with a large and diverse customer base.
Professional, organized, and courteous approach is expected in all dealings, both internally and externally.
Great organizational skills and attention to detail.
Possess significant awareness of the handling of sensitive information (contracts, intellectual property, agreements, financial, and personnel data).
The hiring range for this position is $23.07 - $29.42 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.