Administrative Coordinator III - Hematology

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

1d•Onsite

About The Position

Provides administrative program support for department or program areas. This role involves providing program/project support for research, administrative and/or academic activities, coordinating and providing oversight for complex projects, and managing or coordinating departmental activities such as personnel and payroll records, and purchasing functions. The position ensures inquiries are addressed and resolved, regularly handles confidential or sensitive information, and drafts and finalizes communications. It also involves initiating, writing, creating, and editing various communications like newsletters, event schedules, marketing materials, and departmental information, utilizing desktop publishing software. Planning and coordinating meetings and events, including vendor negotiation and troubleshooting, is also a key responsibility. The role manages event budgets and fiscal activities related to the program, including drafting annual budgets, tracking expenditures, running and analyzing reports, and overseeing accounts payable and purchasing duties. Online systems entry for financial documents and data is performed, and financial documents are approved. The position may coordinate the submission of research proposals/grants, compile, monitor, review, and analyze grant spending, and guide the production, formatting, and quality of publications and presentations. Additionally, it may involve scheduling courses, classrooms, and laboratories, serving as a primary student/parent contact, liaising with and assisting faculty, and coordinating faculty recruitment and review processes. Maintaining student record files, responding to student inquiries, maintaining online grade records, reviewing student academic records, and meeting with prospective students and families are also part of the duties. Finally, it provides administrative support, including complex calendar scheduling, appointments, travel, and engagements.

Requirements

High school diploma or equivalent high school certification or combination of education and/or experience.
Administration And Office Support (5 Years)
A driver's license is not required for this position.

Nice To Haves

Bachelor's degree
Relevant Experience (2 Years)
Administrative Support
Computer Applications
Interact with All Levels of Management
Interpersonal Communication
Microsoft Office
Office Organization
Office Procedures
Teamwork
Working Independently

Responsibilities

Provide program/project support for research, administrative and/or academic activities.
Coordinate and provide oversight for complex projects.
Manage or coordinate departmental activities, e.g. personnel and payroll records, purchasing functions, etc.
Ensure inquiries are addressed and resolved.
Regularly handle confidential or sensitive information; draft and finalize letters, email messages and other communications.
Initiate, write, create and edit/review various communications such as newsletters, event schedules, marketing materials, departmental information, program literature and mailings; use desktop publishing software to lay out document; coordinate the printing, publishing and distribution process.
Plan and coordinate meetings and events, including all details associated with event; negotiate with vendors; oversee, troubleshoot and resolve special situations that arise during event.
Manage event budget.
Manage fiscal activities related to program; draft annual budget, track expenditures run and analyze reports; oversee accounts payable and purchasing duties for department; perform or oversee all online systems entry of documents or data involving accounts payable, purchasing, budgeting, etc.; approve financial documents such as check requests, journals, purchase orders, travel documents, etc.
May coordinate submission of research proposals/grants; compile, monitor, review and analyze grant spending.
Guide production, formatting and quality of all publications, presentations and related materials.
May schedule courses, classrooms and laboratories; serve as primary student/parent contact, answer general questions, provide solutions and referrals for questions and problems; serve as liaison to and assist faculty; coordinate faculty recruitment efforts, assist with tenure review process, faculty reviews, faculty records, etc.
Maintain student record files utilizing databases; respond to inquiries from students; maintain online grade records; may review student academic record, transcripts, review requirements, meet with prospective students and families, prepare admission documents and letters.
Provide administrative support, including complex calendar scheduling, appointments, travel and engagements.
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, 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.