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.
This position is full-time and works approximately 40 hours per week. Position hours are generally Monday through Friday from 8:00am - 5:00pm.
Department Name/Job Location:
This position is in the Program in Physical Therapy. This position is for the Medical School Campus.
Position provides administrative and secretarial support, in the Program in Physical Therapy, to Associate Directors. Assists with receptionist services for front desk operations and works with the Manager of Marketing & Student Recruitment on related Associate Director tasks.
PRIMARY DUTIES AND RESPONSIBILITIES:
Administrative coordination of Regional Clinical Fellowship & Women’s Health Residency programs to include the ongoing management/coordination of Fellows’, and their respective Clinical Mentors, supporting documents/assignments/evaluations, working closely and corresponding with Fellows on behalf of Associate Director, editing/revision of electronic layout of both SharePoint/Box, management of Fellow/Mentor files on both SharePoint/Box, coordination of electronic access for Proxy/Ovid accounts, creation of course instruction manual.
Coordinate guests of Associate Directors (lecturers, lab assistants, patients, etc.) for courses. Facilitate and/or process any necessary paperwork related to their roles. Work in coordination with students on management of assignments on SharePoint, as requested by Associate Directors. Responsible for organization of Associate Directors’ respective courses on SharePoint, uploading guests lecturers/faculty revised documents and presentations to SharePoint, as they relate to courses, guaranteeing archiving of same, and deletion of irrelevant material.
Responsible for typing of correspondence, such as: reports, memos, academic and alumni donor letters, thank-you letters, faculty resum�s/curriculum vitae, etc. Maintain files and records, editing and updating annual course syllabi. Provide transcription services for meetings, when requested. Attendance at bi-monthly marketing meetings to record meeting minutes.
Maintain calendars of Associate Directors. Assist with scheduling appointments and meetings for Associate Directors and Manager of Marketing and Student Recruitment. Coordination and creation of over 20 practicing physical therapists/PTA’s year-long clinical schedules.
Provide back-up support and coverage for the main office receptionist, to include answering phones, greeting visitors, mail pick-up & distribution, upkeep of Program space and supplies. Perform miscellaneous job-related duties, as assigned. Provide back-up support to administrative team during vacations, illnesses, and times of high volume.
Coordinate travel arrangements for Associate Directors and their guest speakers, if applicable. Assist with registration, lodging, expense reports, reimbursements, honoraria, and itineraries. Assist in coordination of events that are directly related to Associate Directors and Manager of Marketing & Student Recruitment.
Coordinate interview schedules with faculty, for PhD students, clinical residents, and post-doctoral fellows. Assist with database management for PhD students. Schedule PhD student dissertation defenses in collaboration with PhD students. Communicate dissertation dates with faculty, staff, and students. Other special projects, as needed.
Prepare materials, coordinate registration, and make travel arrangements for multiple recruitment events, such as graduate school fairs and national conferences. Assist with monitoring inventory of recruitment brochures and other recruitment supplies; reorder as needed. Conduct market research in support of departmental marketing, translate same into electronic format for distribution.
Departmental liaison for International Scholars and Foreign Nationals. Responsible for maintaining International Scholar Dossier to include attendance at training sessions held by the Office of International Students and Scholars. Coordination and submission of all required paperwork for International Scholars and Foreign Nationals.
Provide back-up assistance for ordering and purchasing of catering for departmental meetings/events/courses, departmental Procurement Card purchases for faculty/staff, coordination of weekend courses to include supervision of student workers, space reservations, and accounting submission for reimbursement both internally and to external organizations. Occasional evening and/or weekend work may be needed for Program events. Attend all Program-required faculty and staff meetings and events.
Equivalent of High School diploma.
3 years related secretarial experience.
-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
Med School HR website (medschoolhr.wustl.edu)
Applicant Special Instructions:
Typically sitting at a desk. Occasional lifting (25 lbs. or less) with ability to move boxes, tables, chairs, etc.; with some bending, crouching, and stooping.
2 years college or business school preferred.
University or medical experience is a plus.
Strong interpersonal, communication, and customer service skills. Must be capable of greeting visitors, faculty, staff, and students in professional and courteous manner.
Excellent computer and typing skills. Proficiency with Word, Excel, and e-mail. Access knowledge/experience preferred.
Ability to work independently and within a team, multi-task, use discretion and good judgment, and follow through on assignments in a timely manner. Individual must be detail-oriented, accurate, and thorough.
Individual must possess excellent written and oral communication skills, proofreading skills, and the ability to maintain confidentiality.
Organization and time management skills are necessary with the ability to prioritize multifaceted workload and handle a variety of responsibilities in a flexible manner.
The hiring range for this position is $15.68 - $19.60 per hour.
Internal Applicant Instruction:
This position is grade G06.
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.
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.