Administrative Professional - Infectious Diseases

Washington University in St. Louis•Taylor, MI

1d•Onsite

About The Position

This position provides in-person administrative support for the HIV social services programs, encompassing tasks such as grant submission preparation, auditing, invoicing, ordering, travel arrangements, staff requests, and mailings. The role involves assisting and advising department or division heads and staff members on budgetary and related issues, preparing initial budgetary recommendations, and interpreting departmental policies and procedures. The incumbent will also develop and recommend operational policies, establish customer service guidelines, and conduct meetings to ensure compliance and communicate changes. Maintaining liaison with various administrative levels to coordinate department business and resolve problems is a key aspect. Additionally, the position requires preparing financial and operational reports, coordinating personnel functions (including hiring, disciplinary actions, and vacation schedules), and potentially supervising designated employees. Complex and confidential administrative duties in support of senior management are also part of the role.

Requirements

High school diploma or equivalent high school certification or combination of education and/or experience
Relevant Administrative Or Budgetary Support (5 Years)
Microsoft Office skills

Nice To Haves

Bachelor's degree - Business
Accounting Processes
Confidentiality
Critical Thinking
Detail-Oriented
Developing Creative Solutions
Financial Resources
Healthcare Environments
Human Resources (HR)
Interpersonal Communication
Oral Communications
Problem Analysis
Problem Solving
Professional Etiquette
Supervisory Management
Working Independently
Written Communication

Responsibilities

Assists and advises department or division head and staff members of budgetary and related problems
Prepares initial budgetary recommendations for approval by department or division head by considering past requirements and expenditures and present program plans
Interprets departmental policies and procedures, making decisions on specific operating problems and issuing instructions in the name of the departmental and divisional head in accordance with departmental precedents and policies
Develops and recommends policies and procedures related to operations
Establishes guidelines and procedures to enhance customer service
Plans and conducts meetings with subordinates to ensure compliance with established procedures, to implement new policies and to keep employees abreast of changes and current standards
Maintains liaison with all levels of administration to coordinate department business, accomplish directives and facilitate the resolution of problems
Prepares financial and operational reports and analyses reflecting progress, adverse trends and appropriate recommendations or conclusions
Coordinates various personnel functions including, but not limited to, hiring, disciplinary actions, grievances, promotions, transfers and vacation schedules
May supervise and coordinate the work of designated employees, reviewing completed work for adherence to instructions or correctness
May assist in the preparation of grant proposals and applications to include compilation of data and preparation of budget expenditures
Monitor and verify expenditures
Ensure compliance with University and sponsoring agency policies and procedures
Prepare administrative reports for submission to sponsoring agency
Performs administrative duties of a complex and confidential nature in support of senior management
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 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