Administrative Assistant III (Hybrid) - Radiology

Washington University in St. Louis

3d • $21 - $33 • Hybrid

About The Position

The Administrative Assistant will provide day-to-day administrative and clerical support to faculty, staff, and program leaders within the School of Medicine. Responsibilities include managing calendars, scheduling meetings, coordinating travel and events, and preparing documents, reports, and presentations. The role will also handle phone and email communication, greet visitors, maintain records and files, and support data entry and basic office bookkeeping tasks. Manages administrative and financial activities of the WUSM Radioactive Drug Research Committee (RDRC), reporting to the Committee Chairman. Coordinates monthly meetings, prepares agenda and minutes, screens incoming protocol documents; prepares correspondence. Monitors and processes protocol documentation for new projects, continuing reviews, modifications, and closures; selects and prepares documents for RDRC Chairman review. Coordinates closely with and provides approval data to the HRPO and Radiation Safety offices. Processes and tracks annual recertifications and quarterly progress reports. Maintains RDRC database. Coordinates preparation and submission of annual report to FDA for federally-regulated protocols. Monitors RDRC expense account and payroll sourcing. Prepares RDRC annual budget for submission to Dean, as approved by RDRC Chair. The Administrative Assistant will collaborate with various departments to ensure smooth office operations and timely completion of administrative processes. This is a full-time, hybrid role based in St. Louis, MO, with a combination of on-campus and work-from-home days as determined by department needs.

Requirements

• High school diploma or equivalent high school certification or combination of education and/or experience.
• Relevant Experience (3 Years)
• Strong administrative and clerical skills, including Administrative Assistance and Clerical Skills for scheduling, filing, document preparation, and data entry.
• Professional communication abilities, including clear written and verbal Communication skills for interacting with faculty, staff, students, and external partners.
• Proficient Phone Etiquette for handling calls, routing inquiries, and providing courteous, timely information.
• Experience with Executive Administrative Assistance or supporting leaders, including calendar management, meeting coordination, and handling confidential information.
• Proficiency with office software (e.g., Microsoft Office or similar tools), email, and virtual meeting platforms.
• Strong organizational skills, attention to detail, and the ability to manage multiple priorities and deadlines.
• Ability to work effectively in a hybrid environment, both independently and as part of a diverse team.
• High school diploma or equivalent required.

Nice To Haves

• Some college coursework or an associate degree in a related field is preferred.
• Prior experience in an academic, healthcare, or research environment is beneficial.

Responsibilities

• Provides administrative assistance to the department.
• Performs all job functions such as scheduling meetings, composing a variety of materials, including confidential reports and correspondence, managing files; taking phone messages and handling those deemed appropriate, researching topics as needed.
• Coordinates and develops data using institutional knowledge of department and university content for special reports/projects; events on either university cycles or upon manager’s request; prepares agendas, travel plans, documents, and transcription related to meetings and/or conferences; writes summaries and reports.
• Assists in preparing contracts, presentations and legal documents.
• Creates and prepares PowerPoint reports, Excel financial worksheets and contracts.
• Plans, coordinates, and manages events and programming for the department.
• Receives and screens telephone calls, answers specific questions and takes accurate messages.
• Responds to and resolves administrative problems, tasks, questions and inquiries on behalf of the department.
• Maintains administrative files for the department.
• Assists with special ongoing at the request of supervisor or as they arise.
• Performs other duties as assigned.
• Manages administrative and financial activities of the WUSM Radioactive Drug Research Committee (RDRC), reporting to the Committee Chairman.
• Coordinates monthly meetings, prepares agenda and minutes, screens incoming protocol documents; prepares correspondence.
• Monitors and processes protocol documentation for new projects, continuing reviews, modifications, and closures; selects and prepares documents for RDRC Chairman review.
• Coordinates closely with and provides approval data to the HRPO and Radiation Safety offices.
• Processes and tracks annual recertifications and quarterly progress reports.
• Maintains RDRC database.
• Coordinates preparation and submission of annual report to FDA for federally-regulated protocols.
• Monitors RDRC expense account and payroll sourcing.
• Prepares RDRC annual budget for submission to Dean, as approved by RDRC Chair.

Benefits

• Up to 22 days of vacation, 10 recognized holidays, and sick time.
• Competitive health insurance packages with priority appointments and lower copays/coinsurance.
• Free Metro transit U-Pass for eligible employees.
• 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!
• 4 weeks of caregiver leave to bond with your new child.
• Family care resources are also available for your continued childcare needs.
• Adult care resources.
• Tuition coverage 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