Job description

Position Summary

Washington University Center for the Study of Race, Ethnicity & Equity is seeking an experienced Administrative Coordinator to manage strategic projects, direct communications and provide executive level support to the leadership team of the Center. This position is also responsible for a broad range of high-level administrative duties in support of the mission of the office and must exercise sound judgment in decision-making, have an ability to establish priorities when calendaring meetings and completing work assignments. The Administrative Coordinator may also serve as project leader for various strategic initiatives and events sponsored by the Center and collaborates with the full-time staff Associate Director to develop and maintain strategies, protocols, and processes for effective project management and execution.

Primary Duties and Responsibilities

Administrative Direction:

• Manages the full-time staff Associate Director and Center calendar, responsible for scheduling calls and meetings, drafting and initiating correspondence and reports, and prepares meeting materials and follow-up documents.
• Provides administrative support for the Associate Director.
• Serves as a welcoming representative and internal public relations ambassador for the Center.
• Participates in and acts as rapporteur for Office/Leadership and Committee meetings; responsible for all follow-up action items. Prepares and sends information needed for meetings to attendees.
• Manages program and project accounts and processes travel arrangements and reports; serves as the Associate Director’s delegate in selected systems and reconciles/approves transactions for both and direct reports as needed.
• Creates high-level PowerPoint presentations. Researches and creates preparatory outlines for presentations, including charts, graphs, etc. Fact checks presentations prepared for and by others.
• Prepares daily folders with materials needed for meetings and events for the Associate Director and Faculty Directors.

Project Oversight - Manages key recurring initiatives:

• Conducts data collection, management and analysis to inform strategic decision making and resource allocation.
• Participates actively in organizational initiatives and projects.
• Plans, coordinates, and implements special events and targeted division-wide events as assigned.

Web Content and Maintenance Management and Communication:

• Assists with content and daily organization of Center website; reviews and tracks website analytics.
• In collaboration with the Associate Director and campus partners, develops, coordinates and implements web and communications strategy.
• Manages daily email correspondence.

Office Operations:

• Represents the Office to, and interacts with, senior University administrators, faculty, academic directors, deans and the general University community and visitors.
• Supports external visitors and faculty fellows in residence.
• Performs additional duties or special projects as assigned or requested.

Working Conditions

This position requires the ability to lift 20 lbs. and may include walking up and down stairs.

Preferred Qualifications

• Bachelor’s degree in English, communication, journalism or a related field.
• Eight years of executive level administrative support and coordination.
• Three years of project coordination oversight.
• Knowledge of Excel, Doodle, Google Docs, Survey Monkey and Word Press; Twitter, Facebook, and other social media platforms; InDesign, Canva, and Canvas.
• Three years of experience creating professional PowerPoint presentations.
• Demonstrated ability to exercise strict confidentiality and to work collaboratively with others on the team and with other administrative and academic units.
• Demonstrated commitment to high professional ethical standards, service excellence, diversity and equity.
• Strong interpersonal and customer service skills.
• Strong organizational skills and attention to detail.
• Self-sufficient and willing to juggle multiple assignments.
• Excellent written and verbal communication skills.
• Ability to multi-task.
• Excellent attitude with the ability to take ownership of projects and tasks; self starter.
• Ability to work independently and to organize and perform complex duties under the pressure of deadlines; flexible and adaptable when managing daily needs.

Required Qualifications

• High school diploma or equivalent high school certification.
• Three years of relevant experience.

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

Washington University in St. Louis is committed to providing a comprehensive and competitive benefits package to our employees. Benefits eligibility is subject to employment status, full-time equivalent (FTE) workload, and weekly standard hours. Please visit our website at https://hr.wustl.edu/benefits/ to view a summary of 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.

Job Type: Full-time

Pay: $20.15 - $31.26 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Health savings account
• Paid time off
• Parental leave
• Retirement plan
• Vision insurance

Physical setting:

• Office

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person

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