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. This position requires occasional weekend and after hours duties.
Department Name/Job Location:
This position is in the Career Center on the Danforth Campus. The Career Center is located in the Danforth University Center.
Student Affairs staff help to facilitate student development at Washington University through orientation, scholarship, and engagement programs. The individual in this position will move quickly with the changing environment, staying up to date with the latest student affairs experiences that complement our students’ academic curriculum. They will use that knowledge to strategically support our team's projects. To do so, the individual must be organized and analytical and possess strong business judgment and communication skills. Working behind the scenes, administrative staff in Student Affairs are dependable and adept at leading and managing a variety of simultaneous projects, requiring the particular talent of being able to communicate effectively with all levels of the organization.
The individual in this position is at the heart of Career Center activities, providing administrative support to a variety of functions within the department, assisting with the administration of operations and programs. The successful candidate will anticipate the needs of the team and help them stay focused on their projects by resolving administrative issues before they arise. This individual will assist coordinating events for the Career Center, ranging in complexity from staff meetings to career fairs. This individual will also manage all interview day logistics and provide assistance to current students and their families, alumni, and campus partners. Due to the nature of the tasks involved, interpersonal skills, communication skills, proactive nature, and flexibility are of the utmost importance.
The individual in this position also directly supports the senior leadership team of the Career Center by maintaining both departmental and individual calendars.
PRIMARY DUTIES AND RESPONSIBILITIES:
Maintains schedules for office including setting appointments and coordinating logistics for events such as seminars, trainings, and workshops. Prioritizes commitments for office staff as needed.
Receives visitors and answers questions, in person and by telephone; responds to inquiries from employees, students, and others, and refers, when necessary, to the appropriate person or department. Manages problems and issues in consultation with office staff. Assists students and guests with the use of department facilities.
Provides administrative support to office staff, including coordination of hiring student employees, scheduling, records management, and data entry.
Performs clerical duties, such as making copies, sorting mail, preparing memos and agendas, coordinating mailings, filing, and maintaining office supply inventory. Composes, types and edits correspondence, reports, memoranda, presentations, and other material. Gathers information and prepares various reports and correspondence; researches and resolves issues.
Serves as liaison to the Shared Business Services Hub on matters related to financial transactions and student payroll.
Assists in coordination of complex projects, events, and/or special activities such as orientations, retreats, etc.
Performs specialized technical duties and coordinates processes; reviews and verifies documentation for completeness and compliance with policies and procedures.
Performs other duties as assigned.
High school diploma or equivalent high school certification.
Associate degree or equivalent work experience in an office setting.
Associate or bachelor's degree.
Experience in an academic setting.
Ability to appropriately operate in a professional office environment.
Familiarity with using standard office equipment, such as computers, phones, photocopiers and scanners.
Proficiency with Microsoft office products (Word, Excel, Powerpoint, etc.).
Experience and initiative in managing multiple projects simultaneously.
Advanced time management skills.
Ability to ethically handle highly confidential information.
The hiring range for this position is $17.48 - $22.29 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.
Applicant Special Instructions:
Interested candidates should include a cover letter with their application materials.
You may combine your cover letter and resume as one document and upload as the resume attachment while applying in the system.
Alternatively, you may upload your cover letter and other documents after submitting the application by selecting "add attachment” on the My Activities page, accessible by clicking in the My Activities box on the upper right hand side of your home page at https://jobs.wustl.edu/.
The Career Center support students and alumni as they transform their passions, education, and skills into purposeful career paths by teaching lifelong career development strategies and by connecting our diverse students, alumni, and employers. Our goal is for all graduates to leave Washington University in St. Louis with fundamental career management skills.
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.