Administrative Assistant II (Hybrid) - General Medical Sciences

Washington University in St. Louis • Hanover County, VA

16d • $19 - $30 • Hybrid

About The Position

Provides office, document preparation, budget/financial, and administrative support for an individual, department, office or designated staff group. Job Description Primary Duties & Responsibilities: Schedules diverse and complex appointments, meetings and travel arrangements. May prepare complex itineraries. Schedules and maintains daily appointment calendars, coordinates meeting details and confirmations. Prepares travel expense reimbursement according to guidelines. Provides administrative support to assigned staff. Types and composes a variety of documents, creates mail merges, and manages electronic and hard copy files. Receives, sorts and distributes mail. Edits, proofreads and occasionally drafts communications such as newsletters, event schedules, marketing materials, departmental information, program literature and mailings; coordinates the printing, publishing and distribution process. Provides logistical support and preparation for presentations, training, interviews, workshops and special events that occur on- and off- campus (i.e. arranges location, orders food, assembles materials, schedules speakers, prepares sign-in sheets and name badges, arranges parking, etc.). Updates training materials, case studies, etc., as needed. Serves as point of contact for scheduling classrooms and lecture halls. Tracks and monitors expenses for department. Assists in budget planning. Enters transactions in financial system; may approve transactions and run/review reports. Enters personnel/payroll information in HR system. May assist in preparing contract budgets, grant applications, proposals, status reports and financial statements. Coordinates purchase order requests and work order requests. Maintains office supply inventory and coordinates purchase of supplies as needed. Maintains/updates contact information, directories, departmental lists, email lists and databases. May be responsible for updating/maintaining routine web pages and social networking sites. Answers phones, greets and directs visitors and ensures confidentiality of office is maintained at all times. Performs other duties as assigned. Working Conditions: Job Location/Working Conditions Normal office environment Ability to travel to various on- and off-campus locations Physical Effort Typically working at desk or table Repetitive wrist, hand or finger movement Occasional lifting (25 lbs or less) Equipment Office equipment The above statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all job duties performed by the personnel so classified. Management reserves the right to revise or amend duties at any time.

Requirements

• High school diploma or equivalent high school certification or combination of education and/or experience.
• Relevant Experience (2 Years)

Nice To Haves

• Bachelor's degree
• Computer Literacy
• Interpersonal Communication
• Microsoft Access
• Microsoft Excel
• Microsoft Office
• Microsoft Outlook
• Microsoft PowerPoint
• Microsoft Word
• Office Procedures
• Oral Communications
• Teamwork
• Working Independently
• Written Communication

Responsibilities

• Schedules diverse and complex appointments, meetings and travel arrangements.
• May prepare complex itineraries.
• Schedules and maintains daily appointment calendars, coordinates meeting details and confirmations.
• Prepares travel expense reimbursement according to guidelines.
• Provides administrative support to assigned staff.
• Types and composes a variety of documents, creates mail merges, and manages electronic and hard copy files.
• Receives, sorts and distributes mail.
• Edits, proofreads and occasionally drafts communications such as newsletters, event schedules, marketing materials, departmental information, program literature and mailings; coordinates the printing, publishing and distribution process.
• Provides logistical support and preparation for presentations, training, interviews, workshops and special events that occur on- and off- campus (i.e. arranges location, orders food, assembles materials, schedules speakers, prepares sign-in sheets and name badges, arranges parking, etc.).
• Updates training materials, case studies, etc., as needed.
• Serves as point of contact for scheduling classrooms and lecture halls.
• Tracks and monitors expenses for department.
• Assists in budget planning.
• Enters transactions in financial system; may approve transactions and run/review reports.
• Enters personnel/payroll information in HR system.
• May assist in preparing contract budgets, grant applications, proposals, status reports and financial statements.
• Coordinates purchase order requests and work order requests.
• Maintains office supply inventory and coordinates purchase of supplies as needed.
• Maintains/updates contact information, directories, departmental lists, email lists and databases.
• May be responsible for updating/maintaining routine web pages and social networking sites.
• Answers phones, greets and directs visitors and ensures confidentiality of office is maintained at all times.
• Performs other duties as assigned.

Benefits

• Up to 22 days of vacation, 10 recognized holidays, and sick time.
• Competitive health insurance packages with priority appointments and lower copays/coinsurance.
• Take advantage of our free Metro transit U-Pass for eligible employees.
• WashU provides eligible employees with a defined contribution (403(b)) Retirement Savings Plan, which combines employee contributions and university contributions starting at 7%.
• Wellness challenges, annual health screenings, mental health resources, mindfulness programs and courses, employee assistance program (EAP), financial resources, access to dietitians, and more!
• 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED