Administrative Assistant II (Temporary) - Office of Government & Community Relations

Scheduled Hours

37.5

Position Summary

The Administrative Assistant II (Temporary) provides office, document preparation, budget/financial, and administrative support for professional staff in the Office of Government & Community Relations. The anticipated duration of this temporary assignment is early-May, 2024 through mid-August, 2024.

Job Description

Primary Duties & Responsibilities

• Schedules diverse and complex appointments, meetings and travel arrangements. May prepare complex itineraries. Schedules and maintains daily appointment calendars, coordinate meeting details and confirmations. Prepares expense reports for reimbursement of travel and other business expenses according to guidelines.
• Provides administrative support to assigned staff. Types and composes a variety of documents, create mail merges, and manage electronic and hard copy files. Assists in preparation of quarterly reports/disclosures required.
• Tracks and monitors expenses for department. Assists in budget planning. Submits financial transactions for processing; may run/review reports. May assist in preparing contract budgets, proposals, status reports and financial statements.
• Receives, sorts, and distributes mail. Edits, proofreads, and occasionally drafts communications such as newsletters, event schedules, marketing materials, departmental information, program literature and mailings; coordinates the printing, publishing, and distribution process.
• Provides 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 speaker, prepare sign-in sheets and name badges, arrange parking, etc.). Updates training materials, case studies, etc., as needed. Serves as point of contact for scheduling space.
• Maintains schedules/contracts for department technology, including computers, mobile devices, printers, etc.
• Coordinates purchase order requests and work order requests. Maintains office supply inventory and coordinate purchase of supplies as needed.
• Maintains/updates contact information, directories, departmental lists, email lists and databases. May be responsible for updating/maintaining routine web pages and social networking sites.
• Answers phones, greets, and directs visitors and ensures confidentiality of office is maintained at all times.
• Performs other duties as assigned.

Preferred Qualifications

• Bachelor’s degree.
• 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.

Required Qualifications

• High school diploma or equivalent high school certification.
• Two years relevant work experience.

Grade

G07-H

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 CandidateQuestions@wustl.edu or call the dedicated accommodation inquiry number at 314-935-1149 and leave a voicemail with the nature of your request.

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.

EEO/AA Statement

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 University’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.

Diversity Statement

Washington University is dedicated to building a diverse community of individuals who are committed to contributing to an inclusive environment – fostering respect for all and welcoming individuals from diverse backgrounds, experiences and perspectives. Individuals with a commitment to these values are encouraged to apply.