Administrative Coordinator III Psychiatry

ST. LOUIS MO 63108 40

The Neurogenomics and Informatics center is a multidisciplinary team working at the forefront of personalized medicine. The goal of the center is to understand the biology of neurodegeneration by using high-dimensional omic data and functional genomic approaches. We are looking for an experienced Administrative Coordinator to work directly with the center director.

The Administrative Coordinator assists the Center Director in administration of financial and operating procedures and programs and coordinates and manages human resources purchasing and financial management for the department or division. This position will perform administrative duties of a complex and confidential nature in support of the director and senior management and may supervise assigned nonexempt staff.

• Provides high-level administrative support for the principal investigator using considerable judgment tact creativity and initiative.
• Works closely to ensure that project deadlines are met time and meetings are used efficiently responses are well-coordinated and travel is meticulously planned.
• Ensures most efficient use of Directors time by anticipating and preparing daily schedule.
• Schedules prioritizes and maintains appointment calendar. Assists with emails and preparing tasks.
• Anticipates and ensures that all meeting details confirmations and back-up materials are in order.
• Provides program/project support for research administrative and/or academic activities.
• Coordinates and provides oversight for complex projects.
• Works with advanced Microsoft Outlook OneNote OneDrive Box Zoom Word Adobe PDF Docusign etc. capabilities. Knowledge of various organizational and productivity methods in common practice (Notion Trello Planner) is preferred.
• Initiates writes creates and edits/reviews various communications such as newsletters event schedules marketing materials departmental information program literature and mailings; uses desktop publishing software to lay out document; coordinates the printing publishing and distribution process.
• Sorts the Directors incoming mail prioritizing and responding where appropriate.
• Composes and/or edits a variety of materials for the Director including letters memos contracts and general correspondence with responsibility for formatting spelling grammar and required attachments.
• Anticipates and prepares materials needed by the Director for meetings and ensures that materials are filed as appropriate.
• Assists 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.
• Conducts research drafts written material and produces presentation slides and charts for the Director.
• Facilitates all visiting faculty and trainee visits. Tracks all expenses and reconcile budget at the end of the fiscal year.
• Coordinates itineraries and travel arrangements with visiting lecturers and faculty hosts; organizes all aspects of lecture including technical support receptions and post-lecture dinners.
• Works with visiting lecturers faculty and student leaders to develop and organize meaningful experiences outside of scheduled lectures.
• Acts as liaison between the Director and school university and community constituents. Greets visitors receives and screens telephone calls takes accurate messages and keeps the Director informed of the identity and nature of calls and visits during his/her absence. Uses discretion in responding on behalf of Director if information is known and prioritizes call backs.
• Assists and advises the center director and staff members of budgetary and related problems; prepares initial budgetary recommendations for approval by the director by considering past requirements and expenditures and present program plans.
• 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 and vacation schedules.
• May supervise and coordinate the work of designated employees reviewing completed work for adherence to instructions or correctness.
• Performs administrative duties of a complex and confidential nature in support of senior management.
• Organizes center events/conferences townhalls etc.
• Performs other duties as assigned.

Working Conditions:

Job Location/Working Conditions

• Normal office environment

Physical Effort

• Typically sitting at a desk or table

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.

Education:

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

Certifications/Professional Licenses:

No specific certification/professional license is required for this position.

Work Experience:

Administration And Office Support (5 Years)

Skills:

Not Applicable

Drivers License:

A drivers license is not required for this position.

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

Education:

Bachelors degree

Certifications/Professional Licenses:

No additional certification/professional licenses unless stated elsewhere in the job posting.

Work Experience:

Relevant Experience (2 Years)

Skills:

Administrative Support Computer Applications Interact with All Levels of Management Interpersonal Communication Microsoft Office Office Organization Office Procedures Scheduling Team Communication Teamwork Time Management Working Independently

G09-H

$23.37 - $36.19 / Hourly

The 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.

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

If you are unable to use our online application system and would like an accommodation please emailor call the dedicated accommodation inquiry number at 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.

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.

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 Weve 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: StatementWashington University in St. Louis is committed to the principles and practices of equal employment opportunity. It is the Universitys policy to provide equal opportunity and access to persons in all job titles without regard to race ethnicity color national origin citizenship (where prohibited by federal law) age religion sex sexual orientation gender identity or expression disability protected veteran status or genetic information.