Scheduled Hours

37.5

Position Summary

Washington University Center for the Study of Race, Ethnicity & Equity is seeking an experienced 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 full-time staff Associate Director and the Centerâ™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 full-time staff Associate Director to develop and maintain strategies, protocols, and processes for the effective project management and execution.

Job Description

Primary Duties and Responsibilities

Administrative Direction

• Manages the full-time staff Associate 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 full-time staff Associate Director and programs and initiatives under the purview of the Associate 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 Associate Directorâ™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 Associate Director and Faculty Directors.

Project Oversight

• Managers 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 Centerâ™s and Universityâ™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 Associate Director, develops, coordinates and implements web strategy in collaboration with campus partners and CRE2 affiliates.
• In collaboration with the Associate Director, develops, coordinates and implements communications strategy, including, but not limited to website and social media.
• Manages daily email correspondence.

Office Operations

• 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.

Working Conditions

This position requires the ability to lift 20 lbs. and may include walking up and down stairs.

Applicant Special Instructions

Please include your resume and a one-page cover letter with your application.

Preferred Qualifications

• Bachelorâ™s degree in English, communication, journalism or related field.
• Eight years of executive level administrative support and coordination.
• Three years of project coordination oversight.
• Knowledge of Excel, Doodle, Google Docs, Survey Monkey and Word Press; Twitter, Facebook, and other social media platforms; InDesign, Canva, and 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.
• Ability to understand and follow 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 organizationâ™s goals.
• Ability to demonstrate 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.
• Strong attention to detail. Excellent spelling, grammar, punctuation and writing skills.
• Strong organizational skills and ability to multi-task.
• High level of professionalism and institutional enthusiasm. 
• Ability to interact with tact and diplomacy and to communicate successfully and effectively with faculty, staff, students, alumni, and external visitors, and others.
• Excellent attitude with the ability to take ownership of projects and tasks.
• Self-starter.
• Ability to work independently and to organize and perform complex duties under the pressure of deadlines; flexible and adaptable when managing daily needs.

Required Qualifications

• High school diploma or equivalent high school certification.
• Three years of relevant experience.

Grade

G08-H

Salary Range

Base pay is commensurate with experience.

The salary range reflects base salaries paid for positions in a given job grade across the University. Individual rates within the range will be determined by factors including one's qualifications and performance, equity with others in the department, market rates for positions within the same grade and department budget.

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.

Benefits Statement

Personal

• Up to 22 days of vacation, 10 recognized holidays, and sick time.

• Competitive health insurance packages with priority appointments and lower copays/coinsurance.

• Want to Live Near Your Work and/or improve your commute? Take advantage of our free Metro transit U-Pass for eligible employees. We also offer a forgivable home loan of up to $12,500 for closing costs and a down payment for homes in eligible neighborhoods.

• WashU provides eligible employees with a defined contribution (403(b)) Retirement Savings Plan, which combines employee contributions and university contributions starting at 7%.

Wellness

• Wellness challenges, annual health screenings, mental health resources, mindfulness programs and courses, employee assistance program (EAP), financial resources, access to dietitians, and more!

Family

• We offer 4 weeks of caregiver leave to bond with your new child. Family care resources are also available for your continued childcare needs. Need adult care? Weâ™ve got you covered.

• WashU covers the cost of tuition for you and your family, including dependent undergraduate-level college tuition up to 100% at WashU and 40% elsewhere after seven years with us.

For policies, detailed benefits, and eligibility, please visit: https://hr.wustl.edu/benefits/

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 Universityâ™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 â“ fostering respect for all and welcoming individuals from diverse backgrounds, experiences and perspectives. Individuals with a commitment to these values are encouraged to apply.

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