Scheduled Hours

37.5

Position Summary

Provide clerical and administrative assistance to the Chair. Provide general office, document preparation and administrative support for the department. First contact for all visitors, faculty, students, and staff in Mathâ™s main office. Responsible for making the front office run in an efficient and friendly manner.

Job Description

• Assistant to the Chair of the Department:  provides clerical and administrative assistance to the Chair including keeping the chairâ™s calendar, scheduling meetings, assisting callers and visitors, typing correspondence, and maintaining files.  Assists Chair and Faculty Search Committees with searches for postdoctoral lecturers and tenure track faculty; posts the positions in Mathjobs.org and posts ads on other websites; compiles materials for Affirmative Action Committee.  Assists Chair with compiling documents for tenure and promotion cases for tenure track faculty.  
• Manage the Mathematics Departmentâ™s departmental office to be sure the office runs smoothly and all needs of the Math faculty, staff, and students are met in an efficient and cordial manner.  Welcome and provide guidance to incoming callers and visitors.  Distribute mail, order supplies and equipment. First point of contact for all vendor relationships within the department. Manage and maintain effective communication with vendors and university partners like Procurement and Accounts Payable. Facilitate the initiation of new contracts and ensure prompt resolution of all issues that arise.
• Perform basic data entry such as invoices and purchase orders; track purchases/receipts and process for payment.
• Manage the Mathematics Department website (including updating lists of department faculty, graduate students, visitors, and staff, as well as updating the lists of seminar and colloquium talks), update graduate and undergraduate pages, and write updates on department activities. Update Bulletin according to edits provided by Director of Undergraduate Studies.
• Responsible for coordinating departments events (i.e. awards ceremonies, seminars, colloquia and conferences) including managing department calendar, reserving rooms, creating flyers, sending event reminders to various distribution lists, ordering food and pre/post clean up services.
• Schedule classrooms for all department events and temporary offices for visitors.  Coordinate routine building repairs, maintenance, cleaning, ordering of keys, equipment servicing, etc. Manage departmental email accounts by responding to general inquiries.
• Perform other duties as assigned.

Working Conditions:
Job Location/Working Conditions

• Normal office environment
• Ability to travel to various on- and off-campus locations

Physical Effort

• Typically working at desk or table
• Repetitive wrist, hand or finger movement
• Occasional lifting (25 lbs or less)

Equipment

• Office equipment

The above statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all job duties performed by the personnel so classified. Management reserves the right to revise or amend duties at any time.

Required Qualifications

Education:

High school diploma or equivalent high school certification or combination of education and/or experience.

Certifications:

No specific certification is required for this position.

Work Experience:

Administrative (2 Years)

Skills:

Not Applicable

Driver's License:

A driver's license is not required for this position.

More About This Job

Washington University seeks highly motivated individuals who are able to perform duties in a manner consistent with our core mission and guiding principles.

Preferred Qualifications

Education:

Bachelor's degree

Certifications:

No additional certification beyond what is stated in the Required Qualifications section.

Work Experience:

No additional work experience beyond what is stated in the Required Qualifications section.

Skills:

Computer Applications, Computer Literacy, Detail-Oriented, Interpersonal Communication, Microsoft Access, Microsoft Excel, Microsoft Office, Microsoft Outlook, Microsoft PowerPoint, Microsoft Word, Office Procedures, Organizing, Software Program

Grade

G07-H

Salary Range

$19.29 - $29.91 / 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.

Questions

For frequently asked questions about the application process, please refer to our External Applicant FAQ.

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.

All qualified individuals must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship.

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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