Scheduled Hours

37.5

Position Summary

This position supports the smooth function of processes in the Office of Graduate Studies and ensures that administrative needs are met, managing administrative staff and their workloads. This position oversees the day-to-day management for the Office of Graduate Studies.

Job Description

Management of Administrative Support

• Supervises administrative staff, managing and collaborating on projects and tasks, and ensuring that all needs are met to best support the work of the Office of Graduate Studies.
• Responsible for hiring new employees, onboarding, supervising, and evaluating employees, including undergraduate and graduate student workers.
• Assists with coverage during time off and when onboarding.
• Keeps up to date on processes, guidelines, and policies, and advises staff members.

Office Operation, Process, Project Management and Support

• Works closely with unit leaders to provide structure for effective and efficient operations and maintenance of the Office of Graduate Studies.
• Works with office leadership on creation of office policies; and evaluates and improves processes.
• Coordinates and documents operational, strategic, and project/program processes, providing analysis, administration, and reporting.
• Oversees budget, analyzes, forecasts office expenses, and oversees expense processes for office operations.

Operations Liaison

• Serves as the office liaison to HR and Payroll, ensuring adherence to HR policies and procedures, assisting with implementation of new HR systems, programs, and processes; coordinates employee onboarding, new hire training, and staff development opportunities; coordinates hiring process for instructor assignments for LGS courses.
• Serves as the office liaison for IT, facilities, emergency preparedness, card access/key management, and parking services. 

Provides Executive Administrative Support for Leadership and the Office

• Maintains the all-office calendar and coordinates coverage when needed.
• Manages conference room usage.
• Supervises and directs all-staff initiatives, meetings, and retreats, including creating agendas and coordinating meeting minutes.
• Oversees the Hospitality Committee, including event coordination and budget management.
• Oversees organization and maintenance of our Box shared folder system.
• Participates in graduation and other recognition ceremonies as part of the OGS team.

Communication Coordination

• Oversees and curates information for office-wide communications, including A&S-wide newsletters, emails, agendas for Chairs & Directors, A&S Faculty, and A&S Faculty Council meetings, and website content updates, along with the office wide calendar and conference room reservations.
• Maintains all email and other mailing lists, contact lists, and access/permissions for documents, on-line portals, and other restricted space.

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:

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

Certifications:

No specific certification is required for this position.

Work Experience:

Relevant Experience (5 Years)

Skills:

Not Applicable

Driver's License:

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

More About This Job

Preferred Requirements:

• Strong critical thinking and problem-solving skills. 
• Working knowledge of database management, spreadsheets, with strong organizational, interpersonal and communication skills. 
• Ability to handle confidential information responsibly. 

Preferred Qualifications

Education:

Bachelor's degree

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, Administration Management, Budget Analysis, Budgeting, Communication, Computer Literacy, Effective Delegation, Employee Supervision, Expense Tracking, Higher Education Administration, Highly Resourceful, Hiring, Identifying Customer Needs, Microsoft Office, Microsoft Outlook Calendar, New Hire Training, Office Management, Onboarding, Process Improvements, Reporting Management, Schedule Management, Standards Development, Stress Management, Supervision, Time Constraints

Grade

G10

Salary Range

Base pay is commensurate with experience.

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.