Administrative Assistant Iv - Cardiology

Scheduled Hours

40

Position Summary

Coordinates and performs a wide variety of administrative tasks and provides administrative support for department head.

Job Description

Primary Duties & Responsibilities

• Schedules diverse and complex appointments, meetings and travel arrangements. Plans, prepares, and arranges travel, travel schedules, meetings, and agendas for Chief.
• Responds to inquiries requiring an in-depth knowledge of the department/school and/or University policies and procedures. Ensures inquiries are addressed and resolved.
• Ensures all confidential administrative and correspondence files are maintained and available as needed.
• Anticipates and prepares meeting agendas and memos for internal and external communications. Carries out logistics for meetings and committees, including scheduling, arranging location, and other meeting details. Communicates with attendees regarding logistics and other meeting details. Takes organizes, writes, and distributes clear, succinct minutes of meetings.
• Handles all Workday and external reimbursements.
• Prepares complex itineraries for multiple constituents. Prioritizes and maintains daily appointment calendar.
• Handles all meeting details, confirmations and back-up materials. Prepares and submits travel expense reimbursement according to guidelines.
• Regularly handles confidential or sensitive information; drafts and finalizes letters, email messages and other communications. Initiates, writes, creates and reviews various communications such as newsletters, event schedules, marketing materials, departmental information, program literature and mailings; use desktop publishing software to lay out document; coordinate the printing, publishing and distribution process.
• Documents created require little additional review. May coordinate administrative aspects of the tenure process. Develops budget, tracks and reconciles expenses, runs and analyzes reports; oversees accounts payable and purchasing duties for department; performs or oversees all online systems entry of documents or data involving accounts payable, purchasing, budgeting, etc.; approves financial documents such as check requests, journals, purchase orders, travel documents, etc
• Collects, integrates, and summarizes responses to information requests. Identifies and follows up on action items.
• Plans and coordinates special events including all details associated with event; negotiates with vendors; oversees, troubleshoots and resolves special situations that arise during event. Manages physician recruit visits and interviews including arranging travel, visit agenda, meetings, dinner reservations, and coordinating the visitor’s travel to various medical school locations.
• Manages event budget.
• Reviews employment eligibility documents; provides information and assistance to foreign national students and faculty; inputs payroll and appointments for all personnel; prepares and audits biweekly and monthly payroll.
• Oversees all office supplies and equipment. Reviews and recommends supply budgets and vendors. Uses signature and purchasing authorization. Ensures proper functioning of equipment.
• Coordinates and edits all new faculty bio and interests along with appointment and promotion packets.
• Organizes names lectureships including outside venues.
• Resolves problems, as appropriate, using knowledge of policies, procedures and projects in process. May take independent action. This may include determining the course of action, referring to the appropriate manager for action or holding for review by senior management.
• Creates a variety of materials including letters, memos, confidential reports and other correspondence with responsibility for format, arrangement of attachments, correct spelling and grammar. Reviews other correspondence for style, accuracy, completeness and compliance with policies and procedures. Collects materials necessary to reply to correspondence. In certain cases, drafts replies.
• Performs independent research and coordinates data for reports and presentations. Prepares reports using software including Microsoft Word, Excel, and PowerPoint, with an emphasis on software used to collect and distribute data. Distributes and files reports and memos, etc. as appropriate.
Performs special projects as assigned.

Preferred Qualifications

• Effective verbal, written and interpersonal communication skills.
• Demonstrated Microsoft office suite abilities.

Required Qualifications

• High school diploma or equivalent high school certificate.
• Five years administrative office experience.

Grade

G09-H

Salary Range

$22.92 - $35.49 / 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 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 email CandidateQuestions@wustl.edu or call the dedicated accommodation inquiry number at 314-935-1149 and leave a voicemail with the nature of your request.

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.

• Want to Live Near Your Work and/or improve your commute? Take advantage of our free Metro transit U-Pass for eligible employees. We also offer a forgivable home loan of up to $12,500 for closing costs and a down payment for homes in eligible neighborhoods.

• 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/AA 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.

Diversity Statement

Washington University is dedicated to building a diverse 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.