Executive Secretary I - MD Admissions

Washington University in St. Louis • Columbus, OH

123d • $21 - $32

About The Position

Position serves as the Executive Secretary to the Associate Dean for Admissions, ensuring quality and meeting deadlines. Assists the Associate Dean for Admissions and Director of Admissions in providing clerical, administrative, and project support to the Office of Admissions. Oversees and/or participates in the coordination, control, and completion of special projects and events. Coordinates multiple Committee on Admissions (COA) meetings and the administrative needs of various subcommittees. Is proficient in Admissions application system. Interacts with COA members, promotes teamwork and performs various administrative duties as needed.

Requirements

• High school diploma or equivalent high school certification or combination of education and/or experience.
• Secretarial experience (3 Years).
• College or Secretarial Training (2 Years).

Nice To Haves

• Interpersonal Communication
• Office Equipment
• Oral Communications
• Organizational Savvy
• Prioritization
• Workplace Diversity
• Written Communication

Responsibilities

• Serves as the Executive Secretary to the Associate Dean for Admissions.
• Coordinates the day-to-day calendar for the Dean and schedules meetings, including space reservation for the Dean, Director and others in the office.
• Provides support for associated administrative activities, to include making travel arrangements, screening and handling telephone communications, greeting and directing visitors, and dealing with administrative problems and inquiries as appropriate.
• Organizes and facilitates meetings, conferences, and special events as requested; schedules and coordinates dates and times, venues, attendance, agendas, and facilities; takes minutes, and provides administrative support and follow-up on matters arising from meetings.
• Provides administrative support and coordination services to the Director of Admissions and assists with the day-to-day operations of the Admissions Office.
• Coordinates the Admissions Office and staff in the absence of the Dean and Director.
• Creates, composes, and edits technical and/or administrative correspondence and documentation; prepares a variety of technical, statistical, financial and narrative reports, letters, memos, and other written correspondence and materials.
• Manages vendor relationships and assists with coordinating activities related to applicant recruitment and interviews including, but not limited to, interview day sessions, tours for medical school admitted applicant visits, and current student Admissions Liaison and Ambassador events.
• Orders office supplies for department and marketing items for medical student recruitment.
• Orders refreshments and beverages for applicant and current student events.
• Assists director with management of admissions statistics.
• Attends Steering Meetings, entering voting tally for applicants accepted/rejected into the admissions database.
• Serves as a liaison to COA members.
• Manages COA member database.
• Schedules new COA member orientations with subcommittee chairs.
• Compiles and distributes admissions information to new members.
• Schedules COA subcommittee meetings and Steering Meetings.
• Notifies COA members of admissions meetings and the status of applicants they have interviewed.
• Manages annual COA Dinner.
• Assists Associate Dean of Admissions and subcommittee chairs in scheduling meetings and notifying members of meetings.
• Assists with coordinating logistical needs for annual recruitment programs, including Second Look Weekend and Premed Advisors Weekend.
• Coordinates logistical needs for annual COA events including the COA Breakfast in the fall and COA Dinner in the spring.
• Assists with mass mailings by coordinating staff and downloading MCAT score data and prospective applicant contact information for mass recruitment mailings.
• Performs various administrative duties for Associate Dean of Admissions as needed.

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.
• 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
• Education Level: High school or GED