Administrative Assistant, Arts & Sciences - University Advancement
Administrative Assistant, Arts & Sciences - University Advancement
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Job Description
Scheduled Hours
37.5Position 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 problemsolving 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 Chancellors schedule including coordinating meetings appointments and events.
- Prioritize and schedule appointments based on the Assistant Vice Chancellors priorities and commitments.
- Arrange complex travel itineraries accommodations and logistics for the Assistant Vice Chancellors 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 followup 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 followup 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 offcampus locations
Physical Effort
- Typically working at desk or table
- Repetitive wrist hand or finger movement
- Occasional lifting (25 lbs or less)
Equipment
- Office equipment
Required Qualifications
Education:
High school diploma or equivalent high school certification or combination of education and/or experience.
Certifications:
Work Experience:
Skills:
Drivers License:
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:
Work Experience:
Skills:
Adaptability Adobe PageMaker Computer Literacy Confidentiality Customer Service DetailOriented Financial Systems Human Resources (HR) Software Systems Independent DecisionMaking 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 CommunicationGrade
G08HSalary 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 ones 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 emailor call the dedicated accommodation inquiry number atand 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.PreEmployment Screening
All external candidates receiving an offer for employment will be required to submit to preemployment 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 UPass 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 Weve got you covered.
WashU covers the cost of tuition for you and your family including dependent undergraduatelevel college tuition up to 100% at WashU and 40% elsewhere after seven years with us.
Employment Type
Full-Time
