Washington University in St Louis

Administrative Assistant II (Part Time) - Palliative Medicine - St. Louis

St. Louis, MO
Washington University in St. Louis offers rewarding opportunities in various fields at all levels, w

Job Description

Administrative Assistant II (Part Time) - Palliative Medicine

Posted: Thursday, 5/23/2024

Scheduled Hours


Position Summary

Provides office, document preparation, budget/financial, and administrative support for an individual, department, office or designated staff group.

Job Description

Primary Duties & Responsibilities

  • Schedules diverse and complex appointments, meetings and travel arrangements. May prepare complex itineraries. Schedules and maintains daily appointment calendars, coordinates meeting details and confirmations. Prepares travel expense reimbursement according to guidelines.
  • Provides administrative support to assigned staff. Types and composes a variety of documents, creates mail merges, and manages electronic and hard copy files.
  • Receives, sorts and distributes mail. Edits, proofreads, and occasionally drafts communications such as newsletters, event schedules, marketing materials, departmental information, program literature and mailings; coordinates the printing, publishing and distribution process.
  • Provides logistical support and preparation for presentations, training, interviews, workshops and special events that occur on- and off- campus (i.e. arranges location, orders food, assembles materials, schedules speakers, prepares sign-in sheets and name badges, arranges parking, etc.). Updates training materials, case studies, etc., as needed. Serves as point of contact for scheduling classrooms and lecture halls.
  • Tracks and monitors expenses for department. Assists in budget planning. Enters transactions in financial system; may approve transactions and run/review reports. Enters personnel/payroll information in HR system.
  • May assist in preparing contract budgets, grant applications, proposals, status reports and financial statements.
  • Coordinates purchase order requests and work order requests. Maintains office supply inventory and coordinates purchase of supplies as needed.
  • Maintains/updates contact information, directories, departmental lists, email lists and databases. May be responsible for updating/maintaining routine web pages and social networking sites.
  • Answers phones, greets and directs visitors and ensures confidentiality of office is maintained at all times.
  • Performs other duties as assigned.

Working Conditions

Normal office environment using typical office equipment. Typically working at desk or table. Repetitive wrist, hand or finger movement (PC typing). Ability to travel to on- and off-campus locations as needed. May be required to move/lift <15 pounds (e.g. binders, chairs, a/v equipment) as needed.

  • Bachelor’s degree.
  • Strong computer skills with experience using Microsoft Office Suite, including Word, Outlook, Excel, PowerPoint and Access.
  • Strong oral, written and interpersonal communication skills to deal effectively with a broad and diverse range of people.
  • In-depth knowledge of office procedures.
  • Ability to work as part of a team or independently.

Washington University in St Louis At A Glance

Washington University in St. Louis offers rewarding opportunities in various fields at all levels, with positions in engineering, nursing and health care, research, administration, technology, security and more. We seek people from diverse backgrounds to join us in a supportive environment that encourages boldness, inclusion and creativity. Working at WashU: Essential to every aspect of the university’s mission, our employees enrich students’ learning experiences, discover and build knowledge, advance health, save lives, and support excellence in all that we do. THE EMPLOYEE EXPERIENCE WashU’s employee experience includes five areas of focus, concentrating on the dynamic relationship between all facets of well-being and the diverse needs of people. The employee experience spans many important areas, including work-life integration, growth and development, physical and mental health, financial well-being and a vibrant, inclusive culture and community. We want our people to thrive, personally and professionally, and empower everyone to engage, take care of themselves and their families and achieve success in a meaningful career to live out their life’s purpose at WashU while supporting our missions. Thanks, in part, to our employees, WashU is Missouri’s top employer, as ranked by Forbes. UNIQUE BENEFITS WashU is committed to providing you with a comprehensive and competitive benefits package. You and your family have access to benefits and resources, such as health care, vision, dental and insurance coverage, tuition assistance and reimbursement for dependent children, financial well-being benefits as well as well-being and mental health programming and support. EMPLOYEE WELL-BEING Our holistic approach to well-being includes more than your physical and mental health – we also want you to feel supported financially and professionally. From our employee assistance program, Work-Life Solutions, to our on-going programming for mindfulness, learning and development and financial security, we’re here to help you take care. Our well-being team also provides excellent health, dental, vision and insurance options in addition to many physical activity programming and employee perks. For more information on benefits, development opportunities, wellness and engagement opportunities for employees, visit hr.wustl.edu.
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