Scheduled Hours

37.5

Position Summary

The Administrative Assistant, University Initiatives, provides support to the Associate Vice Chancellor and Executive Director of Advancement. University Initiatives is a unit within University Advancement that represents the many interdisciplinary programs featured at Washington University. The Administrative Assistant plays a vital role in the teamâ™s effort to secure significant support for university priorities from individuals and corporate and foundation partners. The position requires experience, sensitivity, and diplomacy; understanding of the high-level relationship-building and strategies involved in securing complex gifts; and talent in guiding projects. The Administrative Assistant works collaboratively with key stakeholders including the entire University Initiatives team, individual program officers, advancement colleagues, faculty, students, and university staff.

Job Description

Primary Duties and Responsibilities

• Provide direct administrative support to the Associate Vice Chancellor and Executive Director of Advancement, University Initiatives, including scheduling and telephone support; management of the department shared calendar; order and maintain office supplies; assist the department with mail, shipping, and courier services; and communicate with university departments and external partners professionally while maintaining confidentiality.
• Serve as a resource for the Associate Vice Chancellor and Executive Director in managing special projects, which may include preparing, editing, and proofreading documents; preparation of general correspondence and letters, including via mail merge; preparing internal and external meeting materials; and generating reports from existing database system.
• Assist with University Advancement events as needed.
• Prepare expense reports and itineraries for the Associate Vice Chancellor and Executive Director.
• Prepare fundraising, donor, and gift reports.
• Update University Advancement databases through data updates and electronic filing.
• Provide assistance to other administrative staff within the University Initiatives team as needed.       
• Perform other duties as assigned.

Preferred Qualifications

• College degree.
• Five years of general office and administrative experience.
• Knowledge of university environment.
• Experience working with confidential, sensitive information, proofreading, and managing.
• Ability to monitor multiple calendars.
• Experience with Salesforce.
• Working knowledge of basic office equipment, internet research, and several computer programs, such as Microsoft Office (including Word, Excel, and Outlook).
• Ability to thoroughly learn a new database system that will be used on a daily basis.
• 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 foster a highly professional and welcoming office environment, along with demonstrated ability to build and maintain relationships. 
• Exceptional interpersonal, listening, and customer service skills. 
• High degree of professionalism and absolute confidentiality in handling information related to University donors. 
• Ability to exercise sound judgment in dealing with competing priorities. 
• Positive attitude, initiative, resourcefulness, and the skill to handle a high volume of work. 

Required Qualifications

High school diploma or equivalent high school certification and three years of related experience.

Grade

G08-H

Salary Range

$19.56 - $30.35 / 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.

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

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.

EEO/AA Statement

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.

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.

Applicant Instructions

When you are ready to apply, creating an account only takes a minute. Your account creates a candidate home page which we will use to communicate with you and allows you to apply for jobs and view your application statuses. The first page of the application offers two âœQuick Apply❠options. Quick Apply allows you to either use a previous application or create a new application using a resume to populate the work experience and education sections of your job application. If using a resume to populate your application, check to ensure the application fields populated accurately. You may skip the âœQuick Apply❠page by clicking âœNext❠at the bottom of the page. Documents may be uploaded in the My Experience section of the application. You also have the option to apply with a Linkedin feature, which allows you to apply by using your Linkedin profile to populate some of the job application fields.