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 Anheuser-Busch Hall on the Danforth Campus.
Washington University School of Law is seeking a well-seasoned, Administrative and Office Assistant to support the Office of Dean of the Law School. This position is responsible for a broad range of high-level administrative duties in support of the dean, the vice dean, the chief of staff, and the executive assistant and must exercise sound judgment in decision-making, have an ability to establish priorities in completing work assignments, exercise confidentiality, and gain a broad and deep understanding of the university and its culture. The dean’s office assistant manages the day-to-day demands of the office in coordination with the chief of staff and the senior administrative assistant, and works closely with the dean’s leadership team, faculty, staff, students, and other internal and external constituencies of the university community. This position reports to the Chief of Staff and works with the dean’s leadership team, dean’s chief of staff, academic deans and other campus constituents including faculty, staff and students.
Duties of this position include, but are not limited to, the following:
First point of contact in Office of the Dean, serving at the office reception desk. Manages and directs in-person inquires, phone calls, mail, and other documents to the appropriate person or office, and provides excellent customer service by following up to make sure inquiries are thoroughly and quickly answered. Take detailed messages, transfers calls and retrieves messages.
Responsive to customer concerns through referral to the appropriate Law School administrator and follow-up to assure resolution and completion of requests for assistance.
Provide consistent, friendly and competent service for all visitors to the Dean’s office.
Employ and model superior customer service communication and behavior.
Processes incoming mail and monitors email as required.
Administrative Responsibilities Include:
Acts as liaison between Procurement Service Center/ ServiceNow and those with purchasing responsibilities.
Effective letter writing and other correspondence, presentations and research on behalf of the Dean and others as directed. Provides professional level input and writing for correspondence and planning.
Ability to transfer the dean’s direction with accuracy and competency.
Collects incoming and distributes outgoing items for dean’s signature.
Manage dean’s office supplies, entertainment inventory and office space.
Position supports administrative needs of the Chief of Staff as directed.
Supports the calendar of the Vice Deans and the scheduling of all meetings for Law School Committees.
Assists in the creation of presentations.
Assists in the research and creation of preparatory outlines for Dean’s presentations.
Acts as back to the Senior Administrative Assistant when required.
Office point person for use of technology, to include, but not limited to: video production liaison, office/cell phone operation.
Stays aware on an on-going basis of news, updates and changes on the campus and at the Law School.
Adheres to university rules and regulations as well as state and federal laws as may relate to assigned responsibilities.
Other Duties Include:
Member of events planning team for the Office of the Dean including planning for: receptions, lunches, forums, donor events, commencement, convocation and other special events, as needed and Assist in the administration of various programs; e.g. staff meetings, coffee with the dean, town halls.
Duties to include, but not limited to: drafting event outlines/agendas, creating invitations, sending invitations, collecting RSVPs, making nametags and/or place cards.
Manages catering banquet event orders for meetings and events (fact checking; e.g. food allergies, start time, end time, room location).
Works with senior administrative assistant to determine and reserve rooms outside of Dean’s office in EMS scheduling system.
Manages and oversees the Dean’s office supplies; ordering independently, as necessary.
Manages and oversees the Dean’s office filing system as the official archival record.
Demonstrates forward thinking and takes initiative and suggests positive change.
Responsible for Office of the Dean procurement and basic accounting activities in a timely manner (i.e. oversees completion and submission of office financial paperwork and/or online process for payment vouchers, petty cash, purchase orders, purchase requests, travel reimbursements for office staff, journal entries and other university related payment/purchasing processes).
Completes official function forms and special event forms.
Research billing discrepancies. Follow-up and resolve any problems/issues relating to appropriate payment;
Office liaison to public safety in regards to parking situations; track use of parking code; coordinate/order VIP parking permits.
Assumes special projects as requested.
Maintains a variety of databases to track communication.
Runs campus errands.
Other duties as assigned
Please note: This position occasionally requires nights and weekends.
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.
Experience working with social media platforms.
Ability to work occasional nights and weekends.
A bachelor’s degree in English, communication, journalism or related field.
Knowledge of Doodle and Google Drive.
Three years’ experience creating professional PowerPoint presentations.
One year of experience working with social media platforms in a professional environment.
A record of achievement in the area of administrative support.
Understands and follows university policies and rules.
Demonstrated ability to exercise strict confidentiality.
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.
Demonstrated ability to work collaboratively with others on the team and with other administrative and academic units.
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.
Demonstrate 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.
Demonstrated commitment to high professional ethical standards.
Demonstrated high commitment to service excellence, diversity and equity.
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.
Demonstrated ability to independently perform the wide range of tasks associated with this position.
The hiring range for this position is $44,090 - $56,238 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.