Scheduled Hours

37.5

Position Summary

Direct administrative and project support to the Executive Vice Chancellor/Chief Administrative Officer (EVC/CAO) and provides supplemental support to AVC/Chief of Staff and other senior leaders within the CAO org structure. The successful candidate will be collaborative, self-directed individual who demonstrates a solution-oriented approach, anticipating and resolving problems with the utmost discretion and professionalism to ensure the EVC/CAOs day to day affairs are conducted smoothly. Acting as the first point of contact for access to the EVC/CAO, this role must have impeccable diplomacy and customer service skills to manage demanding priorities from varying constituencies, both internal and external. Must have an ongoing attention to detail and high-level oversight of shifting priorities to effectively manage EVO/CAO time, resources and office flow. The successful candidate will bring a positive, problem-solving mindset to the position. This role will coordinate and facilitate special projects in support of team goals and priorities. The EA may supervise and direct work for other support staff connected to the EVC/CAO team.

Job Description

• Administrative point of contact and access to the EVC/CAO - manages calls and emails to include review, assess, responds/reroutes, monitors for follow up items to completion. Fields walk-ins and creates a welcoming environment for all constituents develops and maintains general knowledge of office. Prepares confidential correspondence and all materials for executive, senior staff, and other officials. Researches, compiles, and summarizes issues, policies, and topics; provides background information, talking points and briefing materials as necessary.
• Schedule management - proactively handles day-to-day activities for EVC/CAO and highly complex management of calendar, resolving scheduling conflicts and regularly communicates updates to relevant stakeholders, facilitates agenda setting including gathering materials, bios and other prep materials.
• Travel management - arranges flights, hotel, ground transportation, itineraries, registration and other logistical planning.
• Reconciles and submits EVC/CAO expenses and reimbursements and pro-card. Processes financial transactions, monitors and helps with preparation of financial and various budget reports for office.
• Provides executive-level support as Board Liaison to the Board of Trustees Facilities and Campus Planning committee meeting including agenda and material preparation and minute taking.
• Works collaboratively with other offices at the university to ensure the EVC/CAO has all relevant material and briefings needed, in advance, for meetings and gathers information from appropriate sources. May develop prep materials as needed and handle broad dissemination of information. In consultation with the EVC/CAO, establishes agendas for meetings, tracks action items to ensure follow up and resolution of issues. Attends and captures content of meetings as requested prioritizes and directs workflow to others as appropriate.
• Assists with management and coordination of special projects as required, including those of a sensitive and/or confidential nature, handling matters expeditiously, proactively and follows through on projects to successful completion, often with deadline pressures. Assists with events as needed by the EVC/CAO, including town halls and other collaborative functions. Responsible for managing logistics affecting the EVC/CAO related to those events. Helps to coordinate conferences and committee work for the EVC/CAO. Coordinates participation in forums, seminars and activities. May draft and edits documents, presentations and proofread all materials. Manges standing committee/task groups, including digital assets and repositories relating to committee work.
• 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.

Required Qualifications

Education:

Bachelor’s degree or combination of education and/or experience may substitute for minimum education.

Certifications:

No specific certification is required for this position.

Work Experience:

Administrative And/Or Office Management (3 Years)

Skills:

Not Applicable

Driver's License:

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

More About This Job

Washington University 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, Confidentiality, Customer Service, Detail-Oriented, Editing Text, Flexible Mindset, Interpersonal Relationships, Leadership, Management Practices, Microsoft Excel, Microsoft PowerPoint, Microsoft Word, Oral Communications, Personal Initiative, Proactive Planning, Project Coordination, Project Development, Project Tracking, Self-Organization (Business), Sound Judgment, Stress Management, Working Independently, Writing

Grade

G12

Salary Range

$58,400.00 - $99,700.00 / Annually

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 [email protected] or 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/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.