Administrative Assistant II - Engineering

# Location
ST. LOUIS, MO 63130


# Scheduled Hours
37.5

# Position Summary
Provide administrative support to the Executive Director of the Sever Institute. These duties include coordinating office functions, schedules, and providing administrative services with minimum supervision.

Job Description

Primary Duties & Responsibilities:

- Provide administrative support for Executive Director including managing calendar, meeting coordination, handling correspondence, preparing materials for meetings and working on special projects.
- Respond to needs of students and visitors in a timely and independent manner. Answer phones, route calls, and take messages. Distribute mail and prepare outgoing mail. Order office and coffee supplies, tracking inventory needs and ensuring needs are met with a fiscally responsible mindset.
- Assist department team members to plan and deliver student services and programming to support student recruitment, faculty training, retention and graduation initiatives, including new student orientation, roundtables and career-centered events.
- Provide Administrative support to Sever Institute, assisting with department events, coordinate meetings, respond to inquiries and other duties as requested.
- Establish and maintain the alumni database for all Sever programs to support all alumni-based activities.
- Responsible for managing classroom scheduling and availability for Sever Institute managed classrooms and labs. Assist Asst. Director of Academic and Student Affairs with special classroom assignments (i.e., non-pooled classroom requests)
- .Responsible for contacting appropriate parties to address issues related to IT, phone, office equipment support, service calls, etc. and seeing these issues through to resolution.
- Order and/or prepare academic material requirements for Program Directors and adjunct faculty for course needs Coordinate student meetings, communications and exam proctoring for Program Directors and adjunct faculty.
- Perform other duties as assigned

Working Conditions:
Job Location/Working Conditions:

- Normal office environment.
- Ability to travel to various on- and off-campus locations.
- Position hours are Monday through Thursday 9:30a to 6:00p with a one hour lunch break.  Friday options are8a to 4:30p or 8:30a to 5:00p.
- Physical ability would include being able to lift/move at least 25 lbs.
- Duties may require errands off-campus, so transportation or access to transportation is essential.

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 /Professional Licenses :
No specific certification/professional license is required for this position.

Work Experience:
Relevant Experience (2 Years)
Skills:
Not Applicable
Driver's License:
A driver's license is not required for this position.

More About This Job

Preferred Qualifications:

- Proficient in Microsoft Office products.
- Ability to multi-task.
- High attention to detail.
- Self-motivated with ability to work independently and problem solve quickly.
- Excellent communication skills, written and verbal.
- Excellent organizational skills.
- Customer service oriented attitude.
- Position will frequently make decisions impacting the level of customer service/satisfaction experienced by School of Engineering & Applied Science students and instructors.
- Must be cognizant of spending limits and be prudent with departmental money when ordering office supplies and/or responding to staff and faculty needs.

Preferred Qualifications

Education:
Bachelor's degree
Certifications /Professional Licenses :
No additional certification/professional licenses unless stated elsewhere in the job posting.
Work Experience:
No additional work experience unless stated elsewhere in the job posting.

Skills:
Computer Literacy, Interpersonal Communication, Microsoft Access, Microsoft Excel, Microsoft Office, Microsoft Outlook, Microsoft PowerPoint, Microsoft Word, Office Procedures, Oral Communications, Teamwork, Working Independently, Written Communication

# 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   [email protected]   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? We’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 Statement
Washington University in St. Louis is committed to the principles and practices of equal employment opportunity. It is the University’s policy to provide equal opportunity and access to persons in all job titles without regard to race, ethnicity or shared ancestry, color, national origin, citizenship (where prohibited by federal law), age, religion, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or genetic information. As a federal contractor, the university maintains affirmative action programs to implement its equal employment opportunity policy for individuals with disabilities and protected veterans, in accordance with Section 503 of the Rehabilitation Act of 1973, as amended, and the Vietnam Era Veterans’ Readjustment Assistance Act of 1974 (VEVRAA), as amended.