Scheduled Hours

40

Position Summary

The Washington University School of Medicine Operations & Facilities Management Department provides a range of services for the medical campus in a customer-focused, efficient, and sustainable manner.

Operations & Facilities Management maintains 61 university buildings and provides operational, planning, and construction services to over 8.3 million gross square feet of space. We will open three new facilities between 2023 and 2025 with over 1.5M BGSF. In addition, the School of Medicine continues expanding its reach on and off campus in teaching, clinical care, and research. Our team plays a vital and important role in delivering clinical care, research, and education.

Provides administrative coordination and support to the university Emergency Management Department. This position will be responsible for projects and task assignments as a part of the overall Emergency Management department and Emergency Management Multi-year Strategic Plan. Works directly with Emergency Management staff to develop, implement, manage, and continually improve campus-wide emergency preparedness plans and programs to improve the universityâ™s ability to mitigate and respond to emergencies, effectively manage incidents, and systematically restore the campus to full operation following any adverse event.

This position assists with the coordination of daily emergency management functions for the department, including managing and tracking departmental expenditures and budget, maintaining the university Emergency Operations Centers (EOCs) in a state of readiness for response and recovery efforts, administering and preparing reports, meeting minutes, and administrative materials required by the department and representation of the Emergency Management department at University meetings, organizational functions or civic engagements as assigned by the Director. This position is responsible for 24x7 on-call emergency support services to assist with preparedness, response, and recovery efforts when activated or assigned by the Director.

Job Description

Primary Duties & Responsibilities

• Coordinates staff calendars and prepares/maintains records of departmental activities, reports, meeting schedules, and related administrative and clerical tasks required for optimal departmental efficiency. Tracks and manages departmental expenditures and knowledge budgets. Answers phone calls, takes messages, and relays correspondence to department Directors and program staff. Assists with coordination of daily emergency management functions for the department, including maintaining the Emergency Operations Centers (EOCs) in a state of readiness for response and recovery efforts and representation of Emergency Management at University meetings, organizational functions, or civic engagements as assigned by the Director. 
• As necessary, maintain established departmental policies, procedures, standard operating guidelines (SOGs), training, and maintenance logs/records.
• Maintains a working knowledge of Protective Services and Emergency Management operations, including assigned groups/committees, meeting frequencies and needs, operational environment, and other factors necessary to assist with department collaborative efforts. Utilizes departmental knowledge to take the initiative in assisting with the coordination of events, meetings, training, operations, and routine departmental functions.
• Participates actively in the development and effective operations of the Emergency Management department. Receives assignments and oversees the completion of small projects within the Emergency Management department. Projects may include but are not limited to scheduling meetings, following up on task assignments, creating workflows within emergency management program systems, and developing spreadsheets or other work products in accordance with the Emergency Management Multi-year Strategic Plan.
• â‹Processes check requests, travel documents/arrangements, purchase orders, blanket orders, invoice statements, expense reports, employee reimbursements, and various types of documents handled through the office. Evaluates and recommends purchasing sources and orders and maintains a sufficient inventory of office supplies and equipment. Coordinates the distribution of supplies and addresses any problems during the procurement process.  Places service requests with equipment providers as necessary. This duty also includes the potential for auditing and reconciling bills and statements, developing budget reports for the department, and organizing and coordinating other financial documents under the direction of the department directors.
• Maintains department files and organizational database systems including, but not limited to, staff personnel files, departmental website, emergency contact lists, Protective Services and Emergency Management equipment inventories and locations, exercise and disaster after-action, reports, departmental and organizational plans for WU, WUSM, and affiliated external partners.
• Performs various duties supporting emergency management's mitigation, preparedness, response, and recovery phases. These duties include the potential for required (24x7) on-site responsibilities during large university special events or response to emergencies and disaster events in a designated Incident Command System (ICS) role.
• Performs administrative and clerical functions such as, but not limited to, preparation, review, and distribution of reports, meeting minutes, presentations (such as PowerPoint), notes, correspondence, and other administrative materials as requested by the department directors. This responsibility may include but is not limited to spreadsheets, charts, graphs, memos, formal letters, basic training presentations, graphic designs, agendas, and other office documents needed for optimal departmental efficiency. 
• Performs other duties and projects as assigned by the Director related to furthering the emergency management and public safety mission and vision.

Preferred Qualifications

• Associate's Degree in business, emergency management, or a related field or five years in a designing and developing work/business environment serving in an administrative or clerical capacity.
• Experience working in an organization with a public safety mission.
• FEMA Advanced Professional Development Series (APDS) certification or direct experience working within an Emergency Management/Public Safety environment or ability to achieve within six months.
• Experience working within an ICS section during an emergency or disaster response.
• Ability to type at 50+ wpm. 
• Certified Administrative Professional (CAP) certification through IAPP or similar certification through comparable organization.
• Experience in designing and developing complex functional and full-scale emergency/public safety exercises.
• Familiarity and experience with multi-year strategic planning and program development
• Working knowledge of general office equipment, including word processing, FIS, FOCUS, and similar programs.
• Supervisory skills.
• Flexibility to respond to work during emergencies or inclement weather and potentially work for long or non-standard hours (weekends/holidays) for prolonged periods.
• Advanced skills in standard Microsoft Office products, including Word, Excel, PowerPoint, Outlook, and Visio.
• Ability to type at a reasonable rate of speed.
• Experience with cloud-based administrative services (such as BOX, Smartsheets, SharePoint, etc.).
• Strong communication (oral and written) skills.
• Strong critical thinking skills with the ability to prioritize and work on multiple projects simultaneously.
• Flexibility and adaptability while performing day-to-day operations in a fast-paced work environment. 
• Ability and commitment to participate in additional Emergency Management training as requested.
• Ability to deal courteously with University faculty, staff, students, visitors, or campus partners under stressful conditions.
• Ability to understand and work within a complex environment of multiple organizations and missions.

Required Qualifications

• High school diploma or equivalent high school certification.
• Three years of relevant experience.

Grade

G08-H

Salary Range

$20.76 - $32.21 / Hourly

The 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.

Accommodation

If you are unable to use our online application system and would like an accommodation, please email CandidateQuestions@wustl.edu or call the dedicated accommodation inquiry number at 314-935-1149 and leave a voicemail with the nature of your request.

Pre-Employment Screening

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.

Benefits Statement

Personal

• Up to 22 days of vacation, 10 recognized holidays, and sick time.

• Competitive health insurance packages with priority appointments and lower copays/coinsurance.

• Want to Live Near Your Work and/or improve your commute? Take advantage of our free Metro transit U-Pass for eligible employees. We also offer a forgivable home loan of up to $12,500 for closing costs and a down payment for homes in eligible neighborhoods.

• WashU provides eligible employees with a defined contribution (403(b)) Retirement Savings Plan, which combines employee contributions and university contributions starting at 7%.

Wellness

• Wellness challenges, annual health screenings, mental health resources, mindfulness programs and courses, employee assistance program (EAP), financial resources, access to dietitians, and more!

Family

• We offer 4 weeks of caregiver leave to bond with your new child. Family care resources are also available for your continued childcare needs. Need adult care? Weâ™ve got you covered.

• WashU covers the cost of tuition for you and your family, including dependent undergraduate-level college tuition up to 100% at WashU and 40% elsewhere after seven years with us.

For policies, detailed benefits, and eligibility, please visit: https://hr.wustl.edu/benefits/

EEO/AA Statement

Washington University in St. Louis is committed to the principles and practices of equal employment opportunity and especially encourages applications by those from underrepresented groups. It is the Universityâ™s policy to provide equal opportunity and access to persons in all job titles without regard to race, ethnicity, color, national origin, age, religion, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or genetic information.

Diversity Statement

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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