Administrative Assistant, Arts & Sciences - University Advancement

CP00001 Washington University in St Louis • Full-time • West Campus Main Bldg, United States of America • 2w ago

Scheduled Hours

37.5

Position Summary

The Arts & Sciences University Advancement Office at Washington University is seeking a highly organized and skilled Administrative Assistant to provide comprehensive administrative support to key members of the team, including the Assistant Vice Chancellor. This dynamic role requires a proactive individual with exceptional communication, multitasking, and problem-solving abilities. The successful candidate will play a crucial role in facilitating the efficient functioning of the A&S Advancement office and contribute greatly to the overall success of philanthropic strategy and alumni engagement initiatives.

Job Description

Primary Duties & Responsibilities:

Calendar / Travel Management:

Effectively manage the Assistant Vice Chancellor’s schedule, including coordinating meetings, appointments, and events.
Prioritize and schedule appointments based on the Assistant Vice Chancellor’s priorities and commitments.
Arrange complex travel itineraries, accommodations, and logistics for the Assistant Vice Chancellor's travel.
Prepare travel expense reports and reconcile expenses in a timely manner.

Communication and Correspondence:

Draft, proofread, and edit correspondence, reports, and presentations for the Assistant Vice Chancellor.
Manage and respond to emails on behalf of the Assistant Vice Chancellor, ensuring timely and accurate communication.

Meeting Support:

Prepare meeting agendas, attend appropriate meetings, and compile meeting minutes.
Coordinate logistics for internal and external meetings, including room bookings, catering, and technology setup.

Project Management:

Working with other A&S Advancement colleagues, assist in the coordination and execution of special projects, events, and campaigns led by the office.
Assist in tracking project timelines, deliverables, and milestones to ensure timely completion.
Assist in the follow-up work from Strategy meetings and PST leadership meetings.

Budget Management:

Help maintain and track the A&S Advancement Office budget.
Assist in the preparation of annual budget requests and reports.
Coordinate submitting supply orders, managing workflow, tracking technology updates and maintenance, assisting with training and ongoing projects where needed.

Prospect Management:

Assist the Assistant Vice Chancellor and Strategists in managing reports on top A&S donors and prospects.
Assist in preparing for prospect/donor visits, scheduling appointments.
Assist in coordinating relevant materials for donor visits and visit profiles.
Assist in the follow-up work on visits.
Assist Stewardship Staff with impact reports after gifts to the University/A&S are made.
Progress reports for senior leadership and the Dean of Arts & Sciences. Responsible for scheduling regular meetings between the Dean and A&S UA staff and preparing agendas and supporting materials.

Perform other duties as assigned.

Working Conditions:
Job Location/Working Conditions

Normal office environment
Ability to travel to various on- and off-campus locations

Physical Effort

Typically working at desk or table
Repetitive wrist, hand or finger movement
Occasional lifting (25 lbs or less)

Equipment

Office equipment

The above statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all job duties performed by the personnel so classified. Management reserves the right to revise or amend duties at any time.

Required Qualifications

Education:

High school diploma or equivalent high school certification or combination of education and/or experience.

Certifications:

No specific certification is required for this position.

Work Experience:

Relevant Experience (3 Years)

Skills:

Not Applicable

Driver's License:

A driver's license is not required for this position.

More About This Job

WashU seeks highly motivated individuals who are able to perform duties in a manner consistent with our core mission and guiding principles.

Preferred Qualifications

Education:

No additional education beyond what is stated in the Required Qualifications section.

Certifications:

No additional certification beyond what is stated in the Required Qualifications section.

Work Experience:

No additional work experience beyond what is stated in the Required Qualifications section.

Skills:

Adaptability, Adobe PageMaker, Computer Literacy, Confidentiality, Customer Service, Detail-Oriented, Financial Systems, Human Resources (HR) Software Systems, Independent Decision-Making, Interpersonal Communication, Learning Quickly, Microsoft Office, Online Meeting Software, Organizing, Positive Thinking, Problem Solving, Professional Etiquette, Proofreading, Resourcefulness, Sound Judgment, Stress Management, Teamwork, Working Independently, Workload Prioritization, Written Communication

Grade

G08-H

Salary Range

$21.17 - $32.85 / HourlyThe salary range reflects base salaries paid for positions in a given job grade across the University. Individual rates within the range will be determined by factors including one's qualifications and performance, equity with others in the department, market rates for positions within the same grade and department budget.

Questions

For frequently asked questions about the application process, please refer to our External Applicant FAQ.

Accommodation

If you are unable to use our online application system and would like an accommodation, please emailCandidateQuestions@wustl.eduor call the dedicated accommodation inquiry number at 314-935-1149 and leave a voicemail with the nature of your request.

All qualified individuals must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship.

Pre-Employment Screening

All external candidates receiving an offer for employment will be required to submit to pre-employment screening for this position. The screenings will include criminal background check and, as applicable for the position, other background checks, drug screen, an employment and education or licensure/certification verification, physical examination, certain vaccinations and/or governmental registry checks. All offers are contingent upon successful completion of required screening.

Benefits Statement

Personal

Up to 22 days of vacation, 10 recognized holidays, and sick time.
Competitive health insurance packages with priority appointments and lower copays/coinsurance.
Take advantage of our free Metro transit U-Pass for eligible employees.
WashU provides eligible employees with a defined contribution (403(b)) Retirement Savings Plan, which combines employee contributions and university contributions starting at 7%.

Wellness

Wellness challenges, annual health screenings, mental health resources, mindfulness programs and courses, employee assistance program (EAP), financial resources, access to dietitians, and more!

Family

We offer 4 weeks of caregiver leave to bond with your new child. Family care resources are also available for your continued childcare needs. Need adult care? We’ve got you covered.
WashU covers the cost of tuition for you and your family, including dependent undergraduate-level college tuition up to 100% at WashU and 40% elsewhere after seven years with us.

For policies, detailed benefits, and eligibility, please visit: https://hr.wustl.edu/benefits/

EEO Statement

Washington University in St. Louis is committed to the principles and practices of equal employment opportunity and especially encourages applications by those from underrepresented groups. It is the University’s policy to provide equal opportunity and access to persons in all job titles without regard to race, ethnicity, color, national origin, age, religion, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or genetic information.Washington University is dedicated to building a community of individuals who are committed to contributing to an inclusive environment – fostering respect for all and welcoming individuals from diverse backgrounds, experiences and perspectives. Individuals with a commitment to these values are encouraged to apply.

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