The Administrative Assistant provides general administrative office, data and project management, and prospect pool support to a team of directors in Annual Giving Programs. With high work volume, the ability to navigate bulk processes is necessary, with opportunity to create more efficient systems. Annual Giving Programs seeks a thought partner with outstanding skills in time management and prioritization of concurrent work. Interest in being part of a feedback loop is necessary. Annual Giving Programs strives to advance the mission of Washington University by cultivating and strengthening relationships with key stakeholders including alumni, parents, and friends across the nation. The diverse team, with a variety of personalities and styles, seeks someone who is excited to join the dynamic atmosphere and provide support in a variety of ways. This Administrative Assistant reports to the Director of Leadership Annual Giving and Regional Eliot Society Programs.
The individual must be able to work occasional overtime as needed, including occasional evenings and/or weekends.
Primary Duties & Responsibilities
Provide administrative support to assigned directors, including calendar management, telephone support, filing, prospect/donor appointment scheduling and mail processing. As needed, coordinate travel for directors with duties including: managing appointments and itineraries, travel arrangements, prepare trip materials, travel advance requests, and expense statements.
In cooperation with directors, assist in the planning and execution of events and meetings. Responsibilities may include coordinating print and/or email invitations, coordinating with vendors, managing RSVP lists, creating name tags, event briefings, staffing and invoice processing.
Serve as a resource for directors in managing special projects which may include, preparing, editing and proofreading documents; preparation of general correspondence; fundraising reports; manage department supplies and equipment.
Perform other duties as assigned.
Five years of general office and administrative experience.
Knowledge of university environment.
Experience with FileMaker Pro.
High school diploma or equivalent high school certificationplus twoyears of work experience, or an equivalent combination of education and experience.
Working knowledge of basic office equipment, internet research, and several computer programs, such as Microsoft Office, including Word, Excel, and Outlook.
Ability to plan and organize time and projects in order to meet deadlines.
Demonstrated ability to make sound decisions regarding events, logistics, and budgets.
Excellent oral and written communication skills.
Ability to handle confidential material.
Strong interpersonal and written communication skills, including ability to listen, analyze, organize, plan and clearly present detailed information and ability to foster positive relations with diverse constituencies.
Ability to thoroughly learn a new database system that will be used on a daily basis.
$17.83 - $27.64 / HourlyThe salary range reflects base salaries paid for positions in a given job grade across the University. Individual rates within the range will be determined by factors including one's qualifications and performance, equity with others in the department, market rates for positions within the same grade and department budget.
All external candidates receiving an offer for employment will be required to submit to pre-employment screening for this position. The screenings will include criminal background check and, as applicable for the position, other background checks, drug screen, an 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 is committed to providing a comprehensive and competitive benefits package to our employees. Benefits eligibility is subject to employment status, full-time equivalent (FTE) workload, and weekly standard hours. Please visit our website at https://hr.wustl.edu/benefits/ to view a summary of benefits.
Washington University is an equal opportunity and affirmative action employer. All qualified applicants will receive consideration without regard to an individualâ™s sex, race, color, religion, age, disability status, protected veteran status, national or ethnic origin, gender identity or expression, sexual orientation. Women, minorities, protected veterans and the disabled are strongly encouraged to apply.
Washington University is dedicated to building a diverse community of individuals who are committed to contributing to an inclusive environment â“ fostering respect for all and welcoming individuals from diverse backgrounds, experiences and perspectives. Individuals with a commitment to these values are encouraged to apply.
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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.