Administrative Coordinator I - Arts & Sciences

Scheduled Hours 37.
5 Position Summary Provide administrative and reception support for the English Department.
Job Description Primary Duties & Responsibilities Administrative Support Serve as the primary contact for the English Department - answering the main departmental phone line, assisting callers and/or directing them to the proper person.
Direct visitors and students to the appropriate faculty or staff member.
Monitor and respond to inquiries made via the department general email account.
Provide support for faculty, their courses and research as well as support for the department staff.
Provide support for copying, faxing, or general questions.
Distribute the daily mail upon its arrival.
Maintain order in reception and work areas.
Inventory office and coffee supplies placing orders when necessary.
Web/Communications Coordinate communication for the department, including social media posts on Facebook, X (formerly Twitter), and Instagram, a weekly newsletter, website updates and management, and a yearly alumni newsletter.
Scheduling, Planning, and Events Coordinate Hurst visitors; sends invitation letters, collect necessary documents, advertise the events, and order food and handles setup and cleanup at Lit Hurst events.
In cooperation with the Administrative Coordinator I, help schedule interviews and campus visits for prospective faculty members.
Maintain calendars for common areas of the building.
Take reservations, reserve rooms, check out keys.
Inspect the room and equipment before and after each event to insure they are put back to their original configuration and the areas including the kitchen are clean.
Coordinate faculty colloquiums including advertising.
Order food, staffing, set-up and clean-up after the event.
Work occasional evening hours.
Manage the department awards including solicitation of entries, overseeing the judging process, notifying award winners, and processing check requests for the awardees.
Manage the annual department capstone assessments.
Provide back up support for other department staff.
Working Conditions Typical Office environment working at desk or table and using office equipment.
Repetitive wrist, hand or finger movement.
Ability to travel to on- and off-campus locations as needed.
Core Hours for this position will be 8:30am to 5:00pm.
There will be some events outside of these hours.
Preferred Qualifications Three years of administrative support experience.
Strong written and oral communications skills.
Detail oriented and self-motivated with ability to execute multiple tasks in a highly organized manner.
Proficiency in Microsoft Word, Excel, Access, PowerPoint and Publisher.
Previous website administration.
Ability to prioritize, meet deadlines, work independently, and conduct oneself in a professional manner is a must, as is, interacting with students and faculty in a professional service-oriented manner.
Ability to exercise considerable initiative and judgment in planning and carrying out assignments with the ability to handle confidential information in a discrete and responsible manner.
PC and Mac knowledge.
Ability to troubleshoot minor IT issues.
Team environment is essential as requests are varied and many.
Being comfortable with constant customer service.
Required Qualifications High school diploma or equivalent high school certification.
Two years of administrative office experience.
Grade G07-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.
Questions For frequently asked questions about the application process, please refer to our External Applicant FAQ.
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? We’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 University’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 – fostering respect for all and welcoming individuals from diverse backgrounds, experiences and perspectives.
Individuals with a commitment to these values are encouraged to apply.