Administrative Coordinator II (Part-Time) - Sam Fox

Washington University in St. Louis • San Ramon, CA

4d • $21 - $33 • Onsite

About The Position

The Office Coordinator reports directly to the Director of the Office for Socially Engaged Practice (OSEP) and plays a central role in the effective management and day-to-day operations of the office. This position supports the coordination of student workers, project timelines, and administrative systems that sustain OSEP’s programs, ensuring smooth, consistent, and professional operations across initiatives. The Office Coordinator manages scheduling for the Director and oversees office-wide scheduling, including coordination with student workers, collaborators, and community partners. They coordinate OSEP-led programming for internal and external audiences, including students, faculty, community partners, the public, and off-campus venues. The position also serves as an OSEP representative on several Sam Fox School committees and working groups, contributing to continuity, institutional knowledge, and alignment from year to year. In addition to program and scheduling responsibilities, the Office Coordinator provides essential general operations support, including office administration, process coordination, and logistical planning. They assist the Director with office operations such as end-of-year reporting, basic accounting and expense tracking, purchasing coordination, records management, and maintaining organized project archives. This role also supports communication workflows, onboarding and supervision of student workers, and the development of efficient internal systems that sustain OSEP’s work. Through these combined responsibilities, the Office Coordinator advances the Sam Fox School’s academic mission by strengthening connections with students, faculty, alumni, community partners, and the general public, while ensuring the reliable and professional operation of the Office for Socially Engaged Practice.

Requirements

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

Nice To Haves

• Master’s degree and one year experience working in higher education administration, arts, design, community engagement, or non-profit environment.
• One year of experience in an administrative, office coordination, or operations support role.
• Demonstrated experience managing schedules, calendars, and multiple priorities in a fast-paced environment.
• Experience supporting events, programs, or projects with multiple stakeholders.
• Basic experience with office operations, including record keeping, purchasing, and administrative processes.
• Experience coordinating student workers or supporting student-facing programs.
• Familiarity with basic accounting processes, expense tracking, or budget support.
• Experience supporting community-engaged, public-facing, or interdisciplinary programs.
• Excellent writing and copy-editing skills.
• Ability to manage multiple projects at once; ability to synthesize and prioritize information and projects.
• Ability to work successfully in a student-centered academic environment.
• Experience with university database and financial systems, DocuSign, Workday, & Emma.
• Applicant may submit two (2) writing samples.

Responsibilities

• Office Operations and Administration Provide day-to-day operational support for OSEP, including office coordination, records management, purchasing and expense tracking, basic accounting support, end-of-year reporting assistance, and maintenance of organized project archives and internal systems.
• Support Director with internal and external grants and office administration including: Liaising with the Sam Fox Business Office on payments associated with OSEP programs.
• Assist Director with expense reports administration Coordinating grant and award application processes with internal Sam Fox stakeholders.
• Managing application calendars, timelines, and review committee organization.
• Pre-drafting grant and award applications, as needed Serving as the first point of contact for applicants.
• Coordinating purchasing and processing of awards.
• Assist with record documentation including project, grant, and partnership closeout process Assist with intern and practicum recruitment and application processes Support coordination for the Minor in Creative Practice for Social Change by working with College of Art and Architecture representatives on the course offerings and enrolled students Maintain records and database of OSEP activities, including: projects, courses, partnerships, and programming
• Programming Management Coordinate and support the planning and execution of OSEP programming in collaboration with OSEP staff.
• Develop and maintain the OSEP programming schedule Serve as OSEP representative on Sam Fox Comprehensive Calendar committee Oversee administration, logistics, and operations for OSEP programs, which may include conferences, guest lectures, student programming, and special events Serve as primary coordinator for OSEP programming by:
• Coordinate travel arrangements, itineraries, & honoraria for guests Manage internal Sam Fox administrative processes, including payment coordination with business office Serve as liaison with Sam Fox Communications Office for marketing and promotion Act as the primary point of contact for day-of program operations
• General Support Assist with coordinating OSEP office meetings Pre-draft memos and correspondence for the Director Assist the Director with scheduling and calendar management Support miscellaneous writing and administrative tasks as needed Manage the general OSEP office suite including mail, signage, and office supplies Coordinate website updates by soliciting content from OSEP staff and sharing updates with the Sam Fox Communications office Participate in regular meetings with OSEP Staff and the Director to ensure communication and support Support the archiving of OSEP projects and programs to preserve institutional knowledge
• Special Projects/Community Projects Support special initiatives that advance OSEP’s community-engaged mission Assist the Director with community-based projects and off-campus programming as needed Provide administrative and logistical support for new community projects & programs Perform other duties as assigned.

Benefits

• Washington University in St. Louis is committed to providing a comprehensive and competitive benefits package to our employees. Benefits eligibility is subject to employment status, full-time equivalent (FTE) workload, and weekly standard hours. Please visit our website at https://hr.wustl.edu/benefits/ to view a summary of benefits.

What This Job Offers

• Job Type: Part-time
• Career Level: Entry Level
• Education Level: High school or GED