Administrative Assistant - Administration - OFMD

Washington University in St. Louis•Hanover County, VA

5d•Onsite

About The Position

This role provides administrative support and ensures the day-to-day operations of the office for the Vice Chancellor of Enterprise Physical Operations, Infrastructure, Capital Programs, and Real Estate. The position is responsible for the consistent, integral, and accurate coordination of office processes, offering superior support to the Vice Chancellor and the administrative team. This role provides office, document preparation, budget/financial, and administrative support for an individual, department, office, or designated staff group.

Requirements

High school diploma or equivalent high school certification or combination of education and/or experience.
Relevant Experience (2 Years)
A driver's license is not required for this position.

Nice To Haves

Bachelor's degree
Business Acumen
Computer Literacy
Critical Thinking
Customer Service
Interpersonal Communication
Microsoft Access
Microsoft Excel
Microsoft Office
Microsoft Outlook
Microsoft PowerPoint
Microsoft Teams
Microsoft Word
Office Procedures
Oral Communications
Organizational Commitment
Professional Integrity
Sound Judgment
Strive for Excellence
Teamwork
Working Independently
Written Communication
Zoom Video

Responsibilities

Manages schedule coordination of diverse and complex appointments, meetings, and travel arrangements for the Vice Chancellor.
Works collaboratively and effectively with C-suite campus partners.
Schedules and maintains daily appointments, coordinate meeting details, and confirmations.
Assists with logistical support and preparation for meetings, including presentations, agendas, meeting minutes, arranging locations and meeting room reservations, catering, parking arrangements, materials, and communications.
Maintains accurate and efficient filing of documents, prioritizing the Vice Chancellor’s files.
Ensures all confidential administrative and correspondence files are maintained and available as needed.
Types and composes a variety of documents, creates mail merges, and manages electronic and hard-copy files.
Assists with maintaining and updating pertinent contact information, directories, departmental lists, email lists, and databases.
Receives, sorts, and distributes mail.
Maintains office supply inventory, coordinating purchases as needed, and managing purchase order and work order requests applicable to office operations.
Answers the phone and screens calls, providing information in accordance with organization policy.
Greets and directs visitors, ensuring office confidentiality is always maintained.
Responds to inquiries within the scope of responsibility using discretion and independent judgment to solve problems and resolve issues.
Provides information and answers both internal and external inquiries about assigned processes and projects.
Assists with proofreading and editing various communications, presentations, reports, departmental information, program literature, and mailings; coordinates the printing, publishing, and distribution process as applicable.
Prepares expense reports and reimbursement requests in accordance with guidelines.
Provides support with scheduling conference rooms for the administrative team.
Performs other duties as assigned.

Benefits

Up to 22 days of vacation
10 recognized holidays
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, 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
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.