Administrative Assistant III - Neuroscience

Washington University in St. Louis

2d • $21 - $33 • Onsite

About The Position

Provides comprehensive administrative and operational support for an academic department, with a primary focus on faculty lifecycle activities and department operations. Supports faculty recruitment, appointments, tenure and promotion tracking, and academic events, while also serving as a key administrative partner to departmental leadership. Provides standard administrative coordination duties, manages complex faculty-related data, supports departmental governance processes, coordinates major faculty events, and provides high-level administrative backup to the Executive Assistant to the Chair as needed.

Requirements

• High school diploma or equivalent high school certification or combination of education and/or experience.
• Relevant Experience (3 Years)

Nice To Haves

• Bachelor's degree
• Administrative (4 Years)
• Academic Administration
• Academic Support
• Adaptability
• Computer Literacy
• Confidentiality
• Financial Systems
• Human Resources (HR) Software Systems
• Independent Decision-Making
• Interpersonal Communication
• Learning Quickly
• Microsoft Excel
• Microsoft PowerPoint
• Microsoft Word
• Online Meeting Software
• Organizing
• Problem Solving
• Professional Etiquette
• Sound Judgment
• Stress Management
• Student Information Systems
• Teamwork
• Working Independently
• Workload Prioritization

Responsibilities

• Faculty Affairs & Lifecycle Coordination Coordinates administrative processes related to faculty recruitment, including search logistics, interview scheduling, candidate materials, and coordination with internal stakeholders.
• Develops, maintains, and audits faculty tracking systems for tenure, promotion, sabbatical eligibility, contract milestones, and key academic deadlines.
• Monitors timelines and proactively notify faculty and leadership of upcoming actions, required documentation, and institutional deadlines.
• Prepares and organizes faculty materials for review committees, department leadership, and external submissions, ensuring accuracy and compliance with institutional policies.
• Department Operations & Governance Serves as department committee secretary for assigned committees, including scheduling meetings, preparing agendas, recording minutes, tracking action items, and maintaining official records.
• Maintains and updates the department’s sections for the WashU Medicine Bulletin.
• Event & Meeting Coordination Organizes complex meetings involving faculty, leadership, and external participants (e.g. Faculty Retreat, Whole of Department Meeting), including scheduling, materials preparation, room reservations, and follow-up documentation.
• Anticipates meeting needs and provides proactive administrative support to ensure efficient and effective outcomes.
• Leadership & Executive Support Provides comprehensive administrative and operational support for an academic department, with a primary focus on faculty lifecycle activities and department operations. Supports faculty recruitment, appointments, tenure and promotion tracking, and academic events, while also serving as a key administrative partner to departmental leadership. Provides standard administrative coordination duties, manages complex faculty-related data, supports departmental governance processes, coordinates major faculty events, and provides high-level administrative backup to the Executive Assistant to the Chair as needed.
• Data Management, Reporting & Process Improvement Maintains accurate electronic and paper records related to faculty affairs, appointments, and department operations.
• Administers departmental surveys electronically, including survey distribution, basic analysis, and documentation.
• Generates reports, summaries, and status updates for leadership related to faculty metrics, timelines, and operational needs.
• Identifies opportunities to improve administrative workflows, tracking tools, and documentation processes; assist with implementation of updated procedures.
• General Administrative Acts as a central point of contact for faculty administrative questions related to appointments, timelines, and department processes.
• Collaborates with other administrative staff to ensure consistent coverage and shared knowledge across the department.
• Provides cross-functional administrative support as needed to maintain smooth daily operations.
• 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: Mid Level
• Education Level: High school or GED