Washington University Center for the Study of Race, Ethnicity, & Equity is seeking a well-seasoned, Senior Administrative Coordinator to manage strategic projects, direct communications and provide executive level support to the leadership team of the Center. The successful candidate has extensive experience managing a broad range of administrative tasks, projects, and events. The Administrative Coordinator provides proactive, responsive, and effective Senior-level support to the leadership team and serves as a central resource for the coordination of the Assistant Director and the Center’s administrative needs and directives. This position will oversee several ongoing initiatives. This position is also responsible for a broad range of high-level administrative duties in support of the mission of the office 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 Administrative Coordinator may also serve as project leader for various strategic initiatives and events sponsored by the Center, and collaborates with the Assistant Director to develop and maintain strategies, protocols, and processes for the effective project management and execution.
PRIMARY DUTIES AND RESPONSIBILITIES:
Manages the Assistant Director and Center calendar responsible for scheduling calls, meetings, and correspondence, and prepares meeting materials and follow-up documents.
Provides administrative support for the portfolio of the Assistant Director and programs and initiatives under the purview of the Assistant Director.
Serves as a welcoming representative and internal public relations ambassador for the Center -answering or directing inquiries as needed.
Drafts and initiates correspondence on behalf of the Center; drafts reports and other written materials.
Participates and acts as rapporteur for Office/ Leadership and Committee meetings; responsible for all follow-up action items.
Coordinates and plans, in collaboration relevant staff, and speaking agenda and related support.
Manages program and project accounts and processes travel arrangements and reports; serves as the Assistant Director’s delegate in selected systems and reconciles/approves transactions for both 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.
Researches and creates preparatory outlines for 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 Assistant Director and Faculty Directors.
Manages key recurring initiatives.
Conducts data collection, management and analysis to inform strategic decision making and resource allocation.
Participates actively in organizational initiatives and projects, by establishing objectives, determining priorities, leading teams, and problem-solving.
Plans, coordinates, and implements 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 Center’s and University’s identity.
Web Content and Maintenance Management and Communication:
Assists with content and daily organization of Center website.
Reviews and tracks website analytics.
In collaboration with the Assistant Director, develops, coordinates and implements web strategy in collaboration with campus partners and CRE2 affiliates.
In collaboration with the Assistant Director, develops, coordinates and implements communications strategy, including, but not limited to website and social media.
Manages daily email correspondence.
Supports the creation an office environment that reflects the mission and needs of the Center and its 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 community and visitors.
Supports external visitors and faculty fellows in residence, as a cohort and their individual administrative needs.
Performs additional duties or special projects as assigned or requested.
Manages materials and supplies for the office.
This position is full-time and works approximately 37.5 hours per week. The ability to work outside normal office hours as needed is required.
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.
Bachelor’s degree in English, communication, journalism or related field.
Five years of executive level administrative support and coordination.
Three years of project coordination oversight.
Knowledge of Doodle, Google Docs, Survey Monkey and Word Press, Twitter, Facebook, and other social media platforms, such as InDesign, Canva, Canvas.
Three years of experience creating professional PowerPoint presentations.
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.
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.
Dependable, conscientious, thorough, accurate and reliable with respect to achieving the organization’s goals.
Demonstrates strong organizational skills and attention to detail.
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.
High school diploma or equivalent high school certification and three years of related experience.
Proficient knowledge of Microsoft Office products and other commonly used software programs applicable to business operations and in higher education.
Experience creating PowerPoint presentations.
Department Name/Job Location:
This position is in the Center for the Study of Race, Ethnicity & Equity. This position is for the Danforth Campus.
At times, position may be required to work remotely as business needs dictate. The ability to move to on and off-campus locations as needed is required.
All external candidates receiving an offer for employment will be required to submit to pre-employment screening for this position. Current employees applying for a new position within the university may be subject to this requirement. The screenings will include a criminal background check and, as applicable for the position, other background checks, drug screen, 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.
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.