This position will provide administrative support to the Associate Dean and Graduate Student Services (GSS) Staff. These duties include coordinating office functions, schedules, and providing administrative services with minimum supervision. This position provides programmatic support for degree programs and centralized offerings serviced from the GSS department.
Primary Duties & Responsibilities
Manage Department Event Planning:
Handle all department sponsored events cradle-to-grave, such as Orientation Days, Ph.D. Visit Day Event (full two-day programmatic responsibly for programs serviced out of GSS), Deanâ™s Select Event, and ad-hoc sponsored events.Â
Order and coordinate swag, room reservations, travel, hotel accommodations, etc.
Assist with virtual and in-person set up, communication/registration, scheduling of resources/speakers, etc. Â
Provide administrative, back-up, and overload assistance to the various departmental areas:
Student support area: Assist the Associate Director and Graduate Program Advisors with Ph.D. program tracking and various Master program responsibilities.Â This includes items such as communication with students, Program directors/Graduate Faculty Directors, participate in development and maintenance of a Ph.D. database.
Graduate Admissions:Â During peak workloads, assist the Graduate Admission staff with initial review, I20 processing, and various communications.Â
Financial Aid:Â Provide back-up for student correspondence when the Graduate Financial Aid Analyst and Accountant is away. Â
Provide general administrative support for the department:
Respond to student, staff and faculty initiated requests (email, phone or in person) in a timely, polite manner using tact and discretion while exercising sound judgment in dealing with sensitive situations.
Staff the front desk and the phones of the department suite assisting all visitors from the internal and external communities. Answer, screen and direct calls; provide information in accordance with department policy. Schedule conference rooms per requests.
Maintenance â“ Report electrical, plumbing, HVAC and elevator issues. Coordinate special cleaning services as needed.
Coordinate all office/computer/supplies/system access needs for departmental new hires and departures.
Contact appropriate parties to address issues related to IT, phone, office equipment support, service calls, etc. and see these issues through to resolution.Â
Take action proactively to avoid problems and ensure smooth running of the department as a whole by keeping up to date on all relevant changes in university policies, procedures, and operations.
Distribute mail and prepare outgoing mail.Â Order supplies, track inventory needs, ensuring needs are met with a fiscally responsible mindset.
Arrange meetings (in-person and virtual) and distribute applicable material for department staff when multiple parties (faculty, students, outside staff) are involved. Â
Manage graduate tutoring program administered through the GSS department.Â Coordinate hiring of tutors for individual tutoring needs.Â Approve time reported of tutors and ensure payment is correct.
Manage Graduate Ambassador Program. Manage application and selection process.Â Arrange programming offerings (professional development, lunches, happy hours, etc.). Â
Provide general administrative support for the Associate Dean:
Manage calendar, coordinate meetings, handle correspondence, prepare materials for meetings and work on special projects. Â
Manage Alumni Database:
Maintain database of student graduation outcomes for Ph.D. and Masterâ™s.Â This includes coordinating with Career Services to ensure Master student follow up and funding is secured.Â Research current and prior graduates for Ph.D. student through PIâ™s, LinkedIn, or direct follow up with students.Â Maintain file and provide information requested by department faculty, marketing, etc. Â
Perform other duties as assigned.
This position requires the ability to travel to on- and off-campus locations as needed.Â May be required to move/lift <15 pounds (e.g. binders, chairs, a/v equipment) as needed.
Administrative and/or operational support experience in an academic environment.Â
Experience with student interactions.
Proficient in Microsoft Office products.
Ability to multi-task.
High attention to detail.
Self-motivated with the ability to work independently and problem solve quickly.
Excellent communication skills, written and verbal.
Excellent organizational skills.
Customer service-oriented attitude.
High school diploma or equivalent high school certification and five or more years of experience in an office or administrative support position, or a bachelor's degree and two or more years of experience in an office or administrative support position.
$21.60 - $33.45 / 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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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.