The administrative assistant, Medical Advancement, will provide general administrative office and event management support to a team of directors within University Advancement. Supporting Medical Advancement, the person in this role will serve as a front line communications expert, communicating accurate information in a professional, timely, and customer service-focused manner, serving internal and external constituents visiting, calling, and emailing Medical Advancement including alumni, faculty, donors, and university friends.
PRIMARY DUTIES AND 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 the 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 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, Adobe Acrobat Professional, Photoshop, Illustrator, and InDesign software is a plus.
Previous event experience is a plus.
High school diploma or equivalent high school certification plus two years of work experience, or an equivalent combination of education and experience.
Exceptional skills with Outlook, Microsoft Word, Microsoft Excel.
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.
Ability to work occasional overtime as needed, including occasional evenings and/or weekends.
$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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