Washington University is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity or expression, national origin, genetic information, disability, or protected veteran status.
This position is full-time and works approximately 37.5 hours per week. This position occasionally requires nights and weekends.
Department Name/Job Location:
This position is in the Dean's Office for the School of Law, located in the Anheuser-Busch Hall on the Danforth Campus.
Washington University School of Law is seeking a well-seasoned, Senior Assistant to support the Dean of the Law School. The successful candidate has extensive experience managing a broad range of administrative tasks, projects, and events. The Senior Assistant provides proactive, responsive, and effective Senior-level support to the Dean of the School and serves as a central resource for the coordination of the Dean's administrative needs and directives. This position is responsible for a broad range of high-level administrative duties in support of the Dean of the Law School and must exercise sound judgment in decision-making, have an ability to establish priorities when calendaring meetings and completing work assignments. Must be able to exercise confidentiality, and gain a broad and deep understanding of the university and its culture. The Senior Assistant may also serves as project leader for various strategic initiatives and events sponsored by the Office of the Dean, and collaborates with the Chief of Staff, Dean's direct reports, and other administrative staff to develop and maintain strategies, protocols, and processes for the effective project management and execution. This position reports to the Chief of Staff.
Executive Level Calendaring and Administrative Support
Manages the Dean’s calendar and coordinates the Dean's complex meeting and travel schedule; responsible for priority decisions regarding callers, meetings, and correspondence, and prepares meeting materials and follow-up documents.
Serves as a welcoming representative and internal public relations ambassador for the Dean--answering or directing inquiries as needed:
Drafts and initiates correspondence on behalf of the Dean; drafts reports and other written materials.
Participates and acts as rapporteur for Office/ Leadership and Board meetings; responsible for all follow-up action items.
Uses sound judgement in determining priorities to ensure that the Dean is kept on schedule and is appropriately briefed.
Coordinates and plans, in collaboration relevant staff, Dean's writing and speaking agenda and related support.
Manages Dean's research accounts and processes travel arrangements and reports; serves as the Dean's delegate in selected systems and reconciles/approves transactions for Dean's and direct reports as needed.
Creates high-level design of PowerPoint presentations and is able to understand and create the proper look and feel for internal or external audiences with advanced, effective, dynamic and well thought out presentations.
Research and create preparatory outlines for Dean’s presentations, Including charts, graphs and diagrams as needed.
Stays abreast of news, updates and changes on the campus.
Fact checks presentations prepared for and by others.
Prepares and sends information needed for meetings to attendees.
Prepares daily folders with materials needed for meetings and events for the Dean.
Project and Event Management
Assists the Dean Office by supporting special and ongoing projects, including data collection and analysis to inform the Dean's decisions; relationship management; and outreach efforts.
Participates actively in organizational initiatives and projects, by establishing objectives, determining priorities, leading teams, and problem-solving.
Assists in planning, coordination, and implementation of special events and targeted division-wide events as assigned.
Engages in conceptual planning and creates related PowerPoint and other presentations, ensuring that they demonstrate a design aesthetic consistent with the School's identity.
Prepares materials with the Chief of Staff for National Council meetings and other convenings of external stakeholders.
Office of the Dean Operations
Supports the creation an office environment that is sensitive and responsive to the needs of the School's and University's varied constituencies.
Represents the Office to, and interacts with, senior University administrators (including the Chancellor, Provost, Senior Vice Chancellors, Vice Provosts and other members of the Chancellor's and Provost's staff), faculty, academic directors, deans and the general University and Law School community and visitors.
Performs additional duties or special projects as assigned or requested.
An associate degree plus five years of progressively responsible executive level administrative support experience; or a bachelor's degree plus three years of progressively responsible executive level administrative support experience; or a combination of seven years education and experience.
Working knowledge of Microsoft Office products and other commonly used software programs applicable to business operations.
Experience creating PowerPoint presentations.
Ability to work nights and weekends.
A bachelor’s degree in English, communication, journalism or related field.
Eight years of executive level calendaring support and administrative experience.
Knowledge of Doodle and Google Drive.
Three years’ experience creating professional PowerPoint presentations.
A record of achievement in the area of administrative support.
Demonstrated ability to exercise strict confidentiality.
Demonstrated ability to work collaboratively with others on the team and with other administrative and academic units.
Demonstrated commitment to high professional ethical standards.
Demonstrated high commitment to service excellence, diversity and equity.
Demonstrated ability to independently perform the wide range of tasks associated with this position.
Understands and follows university policies and rules.
Understands importance of honesty, transparency, high integrity and dependability.
Strong interpersonal and customer service skills. Must have the ability to work with a variety of -constituents in a professional manner and be able to respond to a variety of requests from a variety of sources effectively and in a pleasant manner.
Ability to work collaboratively within a shared governance community.
Ability to implement plans to reach organizational goals.
Ability to meet deadlines and complete tasks in a timely manner.
Must be dependable, conscientious, thorough, accurate and reliable with respect to achieving the organization’s goals.
Demonstrates strong organizational skills and attention to detail.
Must be self-sufficient and willing to juggle multiple assignments.
Excellent written and verbal communication skills.
Ability to engage in professional and skillful conversations both online and off.
The ability to communicate clearly, effectively and collegially with the many constituencies whose contributions are required for the success of the university.
Exercise judgment and independent initiative; handle time sensitive matters that require concise problem solving and confidentiality.
Ability to think creatively and strategically.
Effectiveness in working with individuals from diverse ethnic, cultural and socio-economic backgrounds in a multi-cultural environment that is committed to diversity and equality in education.
Comfortable with technology social media platforms.
Ability to adapt to changing software systems, embrace new technology and able to quickly learn new software applications and productivity tools.
The hiring range for this position is $51,909 - $67,470 annually.
-Retirement Savings Plan -22 vacation days -8 Paid Holidays -Sick Time -Tuition benefits for employee, spouse and dependent children -Free Metro Link/ Bus pass -Free Life Insurance -Health, Dental, Vision -Health Savings Accounts (HSA) -Long Term Disability Insurance -Flex Spending Plan -Other Benefits
Human Resources website (hr.wustl.edu)
Internal Applicant Instruction:
Please attach a copy of your most current signed performance evaluation (completed within the last 18 months) to your online account. If you have not received a performance evaluation, you may provide two current signed letters of recommendation (written within the last 18 months), preferably to include one letter from either a current or recent former supervisor. To attach these documents, go to: My Career Tools, Add Attachment, Attachment Type – Performance Reviews or Letters of Recommendation.
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.