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 Graduate Student Affairs Office is open Monday – Thursday 8:30 a.m. – 6:30 p.m., and Friday 8:30 a.m. – 5:00 p.m. Employee will coordinate with student workers to ensure the front office is covered during all open hours, and employee will be asked to start late and cover until 6:30 p.m. a few days a week.
Department Name/Job Location:
This position is in the Department of Graduate Programs of Olin Business School. This position is for the Danforth Campus.
The Administrative Assistant at the Olin Business School is responsible for directly supporting the Graduate Programs office with the coordination and organization of office work. Supports the Management team, staff, and all walk in student requests and phone calls.
PRIMARY DUTIES AND RESPONSIBILITIES:
Administrative Assistant Duties:
Provide administrative support to the Graduate Programs reception area, ensuring proper coverage during business hours. Execute excellent customer service to all students and guests while utilizing various skills and talents to accomplish requested assignments.
Provide creation, manipulation and review of Microsoft Office documents that may be required.
Coordinate visits of speakers/guests of the University; schedule meetings, make hotel reservations, appropriate arrangements for meeting rooms, refreshments, notices and announcements, create schedules, process travel receipts for reimbursement to the visitor(s), and any follow-up as may be requested by the staff.
Travel Arrangements – Coordinate travel arrangements and accommodations, and assist with record keeping for travel expense reports.
Budgetary Assistance – Process receipts/expenses for reimbursement as needed.
Copying and Duplicating Needs — Assist in gathering and assembling of materials in accordance with office needs.
Incoming and Outgoing Mail — Receive and distribute incoming mail for the staff and manage all outgoing mail and packages for the office.
Calendar Management – Assist Assistant Dean for Graduate Student Affairs in maintaining calendar appointments with walk-in students, reminder notices, meetings, etc.
Incoming Calls — Receive calls, take messages, track calls and transfer to staff as appropriate.
Walk-in traffic — Track all walk-in traffic for the office and manage inquiries accordingly.
Meeting Minutes — Organize, document and disseminate meeting minutes.
Manage the new hire and transition process for all incoming/outgoing staff. Work in coordination with HR, management, IT and other departments as needed to ensure that paperwork, equipment and system access requests are completed.
Remain flexible and open to various tasks and changing environment while having the ability to learn new skills and functions as necessary.
Manage the visitor experience. This necessitates the ability to effectively interface and communicate with people. This will require the ability to balance workloads and handle projects efficiently.
Assess priorities of office and assign to other office personnel as necessary.
Identify problem areas and consult with IT on serious equipment downtime problems or any other matters where procedures are unspecified.
Recommend policies and procedures for greater efficiency.
Provide supervision to department students workers.
High school diploma or equivalent high school certification.
Two years of prior secretarial or administrative assistant experience.
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 high degree of speed and accuracy.
Prior university experience.
Five years of experience in a work environment emphasizing customer focus, high productivity, quality control, teamwork and a diverse workforce.
The hiring range for this position is $16.31 - $20.39 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.