Administrative Assistant II - Government and Community Relations
Washington University in St. Louis
Location: St. Louis, Missouri
Internal Number: JR68627
The Administrative Assistant II provides office, document preparation, budget/financial, and administrative support for four professional staff in the Office of Government & Community Relations.
Primary Duties and Responsibilities
Schedule diverse and complex appointments, meetings and travel arrangements.
May prepare complex itineraries.
Schedule and maintain daily appointment calendars, coordinate meeting details and confirmations.
Prepare expense reports for reimbursement of travel and other business expenses according to guidelines.
Maintain schedules/contracts for department technology, including computers, mobile devices, printers, etc.
Provide administrative support to assigned staff.
Type and compose a variety of documents, create mail merges, manage electronic and hard copy files.
Receive, sort and distribute mail. Edit, proofread and occasionally draft communications such as newsletters, event schedules, marketing materials, departmental information, program literature and mailings, coordinate the printing, publishing and distribution process.
Provide logistical support and preparation for presentations, training, interviews, workshops and special events that occur on- and off- campus (i.e. arrange location order food, assemble materials, schedule speakers, sign-in sheets, name badges, parking, etc.).Â
Update training materials, case studies, etc., as needed.
Serve as point of contact for scheduling space.
Track and monitor expenses for department.
Assist in budget planning.
Submit financial transactions for processing; run/review reports.
May assist in preparing contract budgets, proposals, status reports and financial statements.
Coordinate purchase order requests and work order requests.
Maintain office supply inventory and coordinates purchase of supplies as needed.
Maintain/update contact information, directories, departmental lists, email lists and databases.
May be responsible for updating/maintaining routine web pages and social networking sites.
Answer phones, greet and direct visitors and ensure confidentiality of office is maintained at all times.
Perform other duties as assigned.
Strong computer skills with experience using Microsoft Office Suite, including Word, Outlook, Excel, PowerPoint and Access.
Strong oral, written and interpersonal communication skills to deal effectively with a broad and diverse range of people.
Highly developed organizational skills with ability to handle multiple complex projects simultaneously.
In-depth knowledge of office procedures.
Ability to work as part of a team or independently.
High school diploma or equivalent high school certification and two years relevant work experience.
$18.36 - $28.47 / 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 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.
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.