Scheduled Hours

37.5

Position Summary

The Special Projects Assistant reports directly to the Director of the College & Graduate School of Art, and is a key contributor to the management of the College supporting the teaching and production of art and design. This position manages course scheduling and works with faculty on curricular development. They will manage special college initiatives both inside and outside the Sam Fox School including those with students, the public and outside venues. They will serve as staff on several key faculty committees helping insure continuity from year to year, keeping an archive documenting all projects managed. This position advances the Sam Fox Schoolâ™s academic mission by strengthening its connection with students, faculty, alumni and the general public.

The Sam Fox School of Design & Visual Arts at Washington University in St. Louis is a unique collaboration in architecture, art, and design education within the context of an internationally recognized research university. Comprising the College of Architecture and Graduate School of Architecture & Urban Design, the College and Graduate School of Art, and the Mildred Lane Kemper Museum, the Sam Fox School offers a depth of professional education in conjunction with one of the premier university art museums. The School has a strong commitment to social justice, environmental justice, and community-based work, and supports a diverse population of approximately 200 graduate students and 580 undergraduate.

Job Description

CURRICULAR PROJECTS

Working closely with the Director and Chairs of the College of Art, responsible for the day-to-day coordination of academic initiatives including:

• Manage annual course planning process with chairs and director.
  • Responsible for final distribution, scheduling and location of all classes annually.
  • Liaise with the registrarâ™s office and Directorâ™s office, managing and tracking all schedule changes.

• Curriculum Committee staff support.
  • Point person for faculty questions about curriculum.
  • Provide initial review of all curriculum proposals prior to Director and Registrar review.
  • Edit and update proposals as needed throughout review process.
  • Help administer faculty committee and decisions including note taking, vote recording, communications with registrarâ™s office.

STUDENT PROJECTS

• Manage jurying of special student awards.
  • Organize advertising and calls for applications including review process, final selections and communications to finalist, applicants and when relevant, host institutions.
  • Serve as staff, first point contact person and resource for juries.
  • Manage processing or purchasing of awards.

• Manage annual student award ceremony, coordinate with chairs.
  • Manage data on awards and recipients from multiple offices.
  • Process award payments.
  • Gather student work images, draft script, reserve venue, coordinate audio visual, send invitations, purchase and stage the reception, communicate with all parties including communications office.

• Work with chairs to promote student wellness and health.
  • Work with DEI officer to further promote diversity and equity.

• Compose and conduct student exit interviews.
• Manage complex academic violation cases along with Associate Dean of students.

ADDITIONAL PROJECTS

• Manage all special projects including conferences, accreditation site visits, retirement celebrations, and other projects as needed.
  • Including travel arrangements, room reservations, venue reservations, communication with all parties including communications office.

• Organize all College of Art visiting lecture visits and faculty lectures.
  • Serve as staff for visiting lecture committee.
  • Draft honorariums, make hotel arrangements, alert communications office and deanâ™s office, coordinate itinerary, and process visitor payments.

• Process payments for undergraduate classroom visitors.

GENERAL SUPPORT

• Pre-draft memos for director.
• Pre-draft public scripts for director.
• Assist the director in miscellaneous writing.
• Manage the general Bixby office suite including mail, signage, office supplies, etc.
• Solicit and collect college website updates.
  • Work with faculty to keep web pages and course pages up to date.
  • Provide communications office with updated info.

• Regular meetings with 3 other College of Art staff to ensure communication and support.
• Archive for historical reference all projects managed.
• Be of support for new academic programs.
• Other duties as assigned.

Applicant Special Instructions:

Applicant must submit two writing samples when applying.

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

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:

Relevant Experience (3 Years)

Skills:

Not Applicable

Driver's License:

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

More About This Job

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

Preferred Qualifications

Education:

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

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:

Adobe Acrobat, Computer Literacy, Copy Editing, DocuSign, Effective Written Communication, Interpersonal Effectiveness, Microsoft Excel, Microsoft Outlook, Microsoft PowerPoint, Microsoft Word, Multitasking, Office Equipment, Oral Communications, Organizational Excellence, Project Prioritization, Self Motivation, Student Information Systems, Student Programs, Supervision, Workday, Workday Student, Working Independently, Writing

Grade

G08-H

Salary Range

$21.17 - $32.85 / 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.

• Take advantage of our free Metro transit U-Pass for eligible employees.

• 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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