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.
Department Name/Job Location:
This position is in the Academy for Diversity and Inclusion. This position is for the Danforth Campus.
Academy overview: Washington University recently announced the creation of a new Academy for Diversity & Inclusion to become the University’s primary forum for changing climate and culture by creating a vision and housing key resources in support of the University’s diversity and inclusion efforts. This position supports the Assistant Vice Chancellor who leads the Academy, and provides support for the Academy’s programming and operations. This person will be a key member of this important new office at the university.
Position summary: Provide overall clerical, administrative, analytical and operational support for the department by: maintaining the Academy’s calendar, contacts, and electronic/paper files; making travel arrangements and preparing itineraries; completing various correspondence and writing projects; research and analysis of relevant subjects and materials and other duties as assigned.� Interact regularly with internal and external stakeholders on behalf of the office; all other administrative responsibilities necessary to represent the office in an effective and organized manner; operational responsibilities to facilitate decision-making and smooth operation of the Academy.
PRIMARY DUTIES AND RESPONSIBILITIES:
Maintain calendar, contacts, and electronic and paper files and complete various correspondence for the Assistant Vice Chancellor
Schedule and make necessary meeting arrangements.
Greet visitors and answer incoming unit phone calls, faxes, mail, and other official correspondence.
Make travel arrangements for Assistant Vice Chancellor and others as necessary, prepare travel itineraries and coordination of multiple meeting requirements, and perform any related duties.
In making travel arrangements, research and present best options to traveler to ensure best pricing.
Support the Academy’s portfolio of programs and initiatives
Prepare and maintain activity log and attendance records of events, programs and meetings as necessary.
Schedule meetings with various stakeholders.
Coordinate schedules of visiting speakers, including managing complex itineraries.
Coordinate conference planning and execution as needed.
Coordinate all written materials produced in conjunction with events, meetings and other programming.
Prepare PowerPoint presentations when requested, taking the initiative in developing the content, visual appearance and style of the presentation.
Assist in the planning, coordination and onsite support of events and meetings under the Academy’s portfolio, including but not limited to dinners, seminars, training, speaking engagements, etc., including booking rooms, vendors, creating distributing and monitoring invitation lists and appropriate publicity.
Research and Analysis
Monitor any identified publications or platforms (e.g., The Record, StudLife, local and national news sources, social media platforms) and develop and maintain a process to keep the Academy and key stakeholders aware of issues pertaining to Diversity and Inclusion.
Complete research projects from time to time as assigned on relevant topics or industries, providing summaries and making recommendations for action.
Review data and research results and provide Academy staff with highlights and summaries.
Web Content and Maintenance Management; Academy Communication
Direct content and daily organization of the Academy’s website.
Manage calendar of Academy’s activities.
Review and track website analytics.
Draft other elements of University’s communications plan, including messaging for senior administration as directed by the Assistant Vice Chancellor.
Support senior team members in management and maintenance of social media accounts.
Under the direction of the Assistant Vice Chancellor, develop, coordinate and implement web needs in collaboration with campus partners.
Ordering and maintenance of all office supplies.
Ensure smooth operation of office facilities and serve as the liaison to the University facilities department.
Support the processing of expenses of the Assistant Vice Chancellor and serve as the department’s liaison to Shared Business Services to ensure that all department financial and human resources transactions are effectively processed.
Serve as liaison to WashU IT for technologies in the Academy’s common spaces.
Ensure department compliance with University policies and procedures.
Maintain spreadsheets, databases, and records.
Draft, proofread, fact-check, and format documents.
Ensure effective use/utilization of the Academy’s office space, including the conference room, collaboration space, call room, and kitchenette.
Other duties as assigned.
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.
Some college and at least 3 years of administrative support experience or equivalent combination of education and experience, including effective computer experience.
5 years administrative support of executive director-level professionals
Experience with Word Press
Event coordination experience
Experience working with a diversity of groups and people from a wide spectrum of backgrounds
Expertise with Microsoft Windows Office suite and experience with databases
Expertise with digital communication platforms, applications and social media
Effective attention to detail including spelling, grammar, punctuation and writing skills
Demonstrated professionalism and institutional enthusiasm
Effective verbal, written and interpersonal communication skills
Strong work ethic/motivation and a demonstrated ability to take ownership of assigned projects and tasks
Ability to work independently and to organize and perform complex duties under multiple time-sensitive goals
Must be able to establish and maintain excellent working relationships with internal and external constituencies
Dependable and conscientious
Able to handle sensitive communications and maintain confidentiality
Given the fast-pace office environment, the ideal candidate must be flexible and adaptable when managing daily needs
Applicant Special Instructions:
Normal office environment
Infrequent need to move light boxes of office and kitchen supplies
Some travel to off-campus meetings
Regular travel around the university’s multiple campuses
The hiring range for this position is $17.14 - $21.85 per hour.
-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
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.