Washington University is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity or expression, national origin, genetic information, disability, or protected veteran status.
Working under minimal supervision, the Executive Assistant provides high-level administrative support for the Dean using considerable judgment, tact, creativity and initiative. This position works closely with the Dean and Assistant Dean to ensure that project deadlines are met and School responses are well-coordinated and well-executed. The position requires significant substantive knowledge of the School’s academic, research, and outreach programs. The Executive Assistant will maintain a clear understanding of the Dean’s priorities and develop knowledge of the Dean’s relationships with a large network of internal and external stakeholders. The Executive Assistant also oversees the Sam Fox School Lecture Series and master calendar and supports strategic school initiatives.
Provides high-level administrative support for the Dean.
Ensures most efficient use of Dean’s time by anticipating and preparing daily schedule. Schedules, prioritizes and maintains appointment calendar. Anticipates and ensures that all meeting details, confirmations, and back-up materials are in order.
Acts as liaison between the Dean and school, university, and community constituents. Greets visitors, receives and screens telephone calls, takes accurate messages, and keeps the Dean informed of the identity and nature of calls and visits during his/her absence. Uses discretion in responding on behalf of Dean if information is known, and prioritizes call backs for the Dean.
Sorts the Dean's incoming mail, prioritizing and responding where appropriate.
Composes and/or edits a variety of materials for the Dean including letters, memos, contracts, and general correspondence with responsibility for formatting, spelling, grammar, and required attachments. Anticipates and prepares materials needed by the Dean for meetings and ensures that materials are filed as appropriate.
Responds to requests for Dean’s Office statistics and reporting. Keeps accurate records of required Sam Fox School statistics and reports.
Assists the Dean with scheduling and coordinating travel, including transportation, lodging, conference registration and visa/passport as required. Completes Dean’s travel reimbursement documents and travel expense reports in the University’s Financial Information System (FIS) in a timely manner when travel is complete. Reconciles the Dean’s Pro Card expenditures.
Establishes and maintains confidential files in the Dean's office, ensuring efficient retrieval for all personnel authorized to access data.
Manages logistics, contracts, and expenses for the Sam Fox School Dean’s Office special events including the annual holiday party, all-school meetings, and special occasion receptions/dinners. Manages small catering needs for meetings, faculty lunches, etc.
Ensures Dean’s Office facilities are well maintained, supplied, and in good physical condition. Works with Facilities staff to troubleshoot issues and purchases supplies as needed.
Manages the Sam Fox School Lecture Series and Master Calendar.
Works with Lecture Series Committee chairs in Art and Architecture and the Dean of the Sam Fox School to develop a fall and spring lecture series schedule and budget.
Tracks all expenses and reconcile budget at the end of the fiscal year.
Coordinates itineraries and travel arrangements with visiting lecturers and faculty hosts; organizes all aspects of lecture including technical support, receptions, and post-lecture dinners.
Works with visiting lecturers, faculty, and student leaders to develop and organize meaningful experiences outside of scheduled lectures.
Researches and identifies potential student engagement opportunities.
Works with the Communications Office to develop and coordinate a publicity strategy internally and to the St. Louis community.
Works with Alumni & Development to steward lecture donors.
Creates and manages SFS Public Lecture Series Archives.
Manages the master calendar for the Sam Fox School, working with Communications, the Directors’ Offices, the Museum, and others to maintain an accurate and up-to-date resource for the entire school.
Working with the Assistant Dean, supports Office of the Dean strategic and academic initiatives.
Conducts research, drafts written material, and produces presentation slides and charts for the Dean.
Prepares thank you letters for donors to the Sam Fox School and assists with Alumni & Development activities, including special events, National Council meetings, and mailings.
Supports academic administration efforts including development of materials for tenure and promotion cases and materials for university accreditation.
Supports school-sponsored symposia and conferences.
Perform other duties as assigned.
Bachelor's degree and 3-5 years of experience providing high level administrative support.
Excellent written and oral communication skills.
Proficiency in working with Microsoft Excel, Word, Adobe, and PowerPoint.
Ability to handle sensitive, confidential information.
Ability to work with a wide variety of people in varying levels of responsibility.
Detail-oriented and self-motivated with the ability to execute multiple tasks in an organized manner.
Ability to set priorities and work independently.
Relevant experience providing administrative support to senior administrator or manager.
Previous experience working with faculty, staff, and administration in a university setting.
Knowledge of Washington University systems.
Experience negotiating and managing contracts.
This position is full-time and works approximately 37.5 hours per week.
Department Name/Job Location:
This position is in the Sam Fox School on the Danforth Campus.
The hiring range for this position is $50,895 - $66,144 annually.
-Retirement Savings Plan -22 vacation days -8 Paid Holidays -Sick Time -Tuition benefits for employee, spouse and dependent children -Free Metro Link/ Bus pass -Free Life Insurance -Health, Dental, Vision -Health Savings Accounts (HSA) -Long Term Disability Insurance -Flex Spending Plan -Other Benefits
Human Resources website (hr.wustl.edu)
Internal Applicant Instruction:
Please attach a copy of your most current signed performance evaluation (completed within the last 18 months) to your online account. If you have not received a performance evaluation, you may provide two current signed letters of recommendation (written within the last 18 months), preferably to include one letter from either a current or recent former supervisor. To attach these documents, go to: My Career Tools, Add Attachment, Attachment Type – Performance Reviews or Letters of Recommendation.
Applicant Special Instructions:
A cover letter is required with your application materials to give us better understanding of your background and interest in this position.
You may upload your cover letter and other documents after submitting the application by selecting "add attachment" on the My Activities page, accessible by clicking in the My Activities box on the upper right hand side of your home page at https://jobs.wustl.edu/.
The Sam Fox School of Design & Visual Arts at Washington University is home to the Colleges of Art and Architecture and the Mildred Lane Kemper Art Museum, forming a vibrant community of artists, architects, designers, curators, and scholars. Innovation and collaboration are at the core of the School’s mission of interdisciplinary study and practice, coupled with a commitment to meaningful response to the social and environmental challenges of our time. Working at the Sam Fox School offers a unique opportunity to engage with a creative institution within the larger context of a distinguished research university.
Washington University in St. Louis, a medium-sized, independent university, is dedicated to challenging its faculty and students alike to seek new knowledge and greater understanding of an ever-changing, multicultural world. The University offers more than 90 programs and almost 1,500 courses leading to bachelor's, master's and doctoral degrees in a broad spectrum of traditional and interdisciplinary fields, with additional opportunities for minor concentrations and individualized programs. The faculty is composed of scholars, scientists, artists and members of the learned professions. They serve society by teaching; by adding to the store of human art, creativity, understanding, and wisdom; and by providing direct services, such as health care.