Administrative Coordinator I - Arts and Sciences, Mathematics
Washington University in St. Louis
•$19 - $30•Onsite
About The Position
Provide executive and administrative support to the Department Chair while managing departmental office operations, events, communications, and general administrative functions. Ensure the department office operates efficiently and provides excellent service to faculty, students, staff, and visitors.
Requirements
- High school diploma or equivalent high school certification or combination of education and/or experience.
- Administrative (2 Years) experience.
- Computer Applications
- Computer Literacy
- Detail-Oriented
- Interpersonal Communication
- Microsoft Access
- Microsoft Excel
- Microsoft Office
- Microsoft Outlook
- Microsoft PowerPoint
- Microsoft Word
- Office Procedures
- Organizing
- Software Program
Nice To Haves
- Bachelor's degree
Responsibilities
- Provide executive and administrative support to the Chair of the Department, including maintaining the Chair’s calendar, scheduling meetings, assisting callers and visitors, preparing correspondence, and maintaining files.
- Assist the Chair and faculty search committees with searches for postdoctoral lecturers and tenure-track faculty, serve as the primary contact for applicants, post positions in MathJobs and other recruitment sites, and compile materials for Affirmative Action review.
- Assist the Chair with promotion and tenure documentation for faculty cases.
- Manage the Mathematics Department office to ensure operations run smoothly and all faculty, staff, student, and visitor needs are met in an efficient and professional manner.
- Welcome visitors, distribute mail, order office supplies and seminar refreshments, and serve as the first point of contact for departmental vendors and university service partners.
- Coordinate with Procurement, Facilities, Accounts Payable, and other campus partners to resolve issues and support departmental needs.
- Coordinate departmental events such as seminars, colloquia, conferences, awards ceremonies, and receptions. Responsibilities include securing rooms, creating flyers and announcements, sending event reminders, ordering food, and arranging room setup and cleanup services.
- Schedule classrooms, conference rooms, and temporary offices for visitors and events.
- Coordinate building repairs, maintenance, cleaning requests, key requests, equipment servicing, and other facilities-related needs.
- Manage departmental email accounts and respond to general inquiries.
- Oversee departmental communications and materials, including announcements, flyers, faculty and staff directories, and general website oversight for the department.
- Perform 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
- Adult care resources
- Tuition coverage for employee and family (up to 100% at WashU and 40% elsewhere after seven years)
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
