Administrative Assistant to the Vice Dean of Undergraduate Affairs - Arts and Sciences

Washington University in St. Louis

133d • $23 - $36

About The Position

Coordinates and performs a wide variety of administrative tasks and provides administrative support for the Vice Dean of Undergraduate Affairs in the College of Arts & Sciences. Responsible for working with the Vice Dean to manage their calendar, assist and support as directed in the areas of student, faculty, staff, parent and alumni relations. Serves as point-of-contact for Vice Dean on internal and external inquiries and requests.

Requirements

• High school diploma or equivalent high school certification or combination of education and/or experience.
• 5 years of administrative office experience.

Nice To Haves

• Academic Administration
• Confidential Data Handling
• Detail-Oriented
• Effective Written Communication
• Exercises Judgment
• Interpersonal Intelligence
• Microsoft Applications
• Multitasking
• Oral Communications
• Prioritization
• Student Records Management
• Teamwork

Responsibilities

• Schedules diverse and complex appointments, meetings and travel arrangements.
• Manages the appointment calendar for the Vice Dean of Undergraduate Affairs.
• Manage incoming meeting requests for the Vice Dean from faculty, staff and students.
• Schedule and coordinate meetings with faculty, staff and students as requested by the Vice Dean, including large and complex committee meetings.
• Monitor the Vice Dean’s schedule, help the Vice Dean stay on track during the workday, and inform the Vice Dean of deadlines.
• Schedule attendance for the Vice Dean at various College and University-wide events.
• Resolve conflicts and reschedule appointments as priorities shift.
• Perform/organize/streamline daily office functions.
• Respond to inquiries requiring an in-depth knowledge of the department/school and/or university policies and procedures.
• Ensure inquiries are addressed and resolved.
• Triage incoming calls and requests for the Vice Dean.
• Take initiative to manage problems and crises, in consultation with the Vice Dean.
• Establish routine, daily consultation time with the Vice Dean.
• Provide administrative support for the Vice Dean’s strategic and curricular initiatives.
• Anticipate and assist the Vice Dean on priority efforts/tasks.
• Organize and track tasks and processes in project management system.
• Prepare reports and presentations for the Vice Dean as directed.
• Provide support to the Vice Dean with preparation for and setup of meetings and other events.
• Order and arrange for payment for publications, books, etc. as needed for Vice Dean.
• Monitor and track undergraduate TA (UTA) training and related communication.
• Coordinate event and activities for Arts & Sciences admissions initiatives.
• Manage event budget.
• Coordinate efforts with the Office of Undergraduate Admissions.
• Plan and run orientation and graduation events for the Vice Dean.
• Provide back-up coverage for front desk reception, as needed.
• Order food, make travel reservations and reconcile these financial transactions for the College Office.
• Maintain College license for universal calendar.
• Provide support for College Office programming, events, and associated reporting.
• Perform 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.
• Free Metro transit U-Pass for eligible employees.
• Defined contribution (403(b)) Retirement Savings Plan with 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.
• 4 weeks of caregiver leave to bond with your new child.
• Tuition coverage for you and your family, including dependent undergraduate-level college tuition up to 100% at WashU and 40% elsewhere after seven years.

What This Job Offers

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