Administrative Coordinator II - Office of Medical Student Education

Washington University in St. Louis • St. Louis, MO

3d • $21 - $33 • Onsite

About The Position

Advances the goals of the Office of Medical Student Education by providing high-quality administrative coordination to teaching faculty, staff, and MD students across the curriculum. Supports day-to-day operations of program units, coordinates logistics for curricular activities and assessments, manages course materials in the learning management system (LMS), and serves as a professional, responsive point of contact for internal and external stakeholders. Strong organization, attention to detail, and the ability to manage multiple priorities in a fast-paced, service-oriented environment.

Requirements

• High school diploma or equivalent high school certification or combination of education and/or experience.
• Relevant Experience (3 Years)
• Computer Literacy
• Confidentiality
• Continuous Learning
• Customer Service
• Deadline Management
• Document Preparation
• Effective Written Communication
• Financial Applications
• Interpersonal Interactions
• Microsoft Excel
• Microsoft Outlook
• Microsoft PowerPoint
• Microsoft Word
• Office Equipment
• Oral Communications
• Payroll Systems
• Professional Judgement
• Supervision
• Timeline Management
• Workday Software

Nice To Haves

• No additional education unless stated elsewhere in the job posting.
• No additional certification/professional licenses unless stated elsewhere in the job posting.
• No additional work experience unless stated elsewhere in the job posting.

Responsibilities

• Assists OMSE Deans, Director, and Program Managers on education collaborations and cross-functional initiatives; tracks timelines and follows through on action items.
• Serves as a liaison with students, faculty, staff, and other departments on routine operational matters; facilitates meetings and supports problem resolution by routing issues to the appropriate contact.
• Responds to inquiries from faculty, staff, students, and external partners; provides accurate information and routes requests appropriately.
• Coordinates logistics for student/faculty curricular events and staff meetings, including room reservations, supply and AV needs, and on-site support.
• Assists with scheduling of courses, small-group sessions, lab sessions, and related learning activities; coordinates audience response systems (ARS) and video files as applicable.
• Provides proctoring and logistical support for NBME Shelf Exams in accordance with testing protocols and timelines.
• Maintain online course content within the LMS, ensuring materials, assessments, and announcements are accurate, accessible, and posted according to established schedules.
• Troubleshoot routine LMS issues; escalate complex items to technical support or the manager as appropriate.
• Managed delegated projects from initiation to completion, engaging directly with faculty, staff, and students; tracks milestones and ensures timely completion.
• Provides administrative support to OMSE leadership, including calendar coordination, meeting preparation, correspondence, and document editing.
• Prepares and edits correspondence, reports, publications, and assessment materials; compiles survey, courses, and exam data as needed.
• Maintain files and records; perform mailings, photocopying/scanning, and related office tasks; monitor and order office supplies.
• Support routine operational tasks such as maintaining keys/mailboxes, coordinating minor facilities requests, and liaising with vendors on basic service issues.
• Attend department meetings, staff meetings, morning huddles, and trainings; contributed updates and followed through on assigned tasks.
• Perform other job-related duties as assigned; provided occasional cross-coverage within OMSE and the Office of Education.

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, 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