| EOE Statement:|
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.
The Administrative Assistant I in the Biomedical Engineering Department will provide administrative support for the director of undergraduate programs, director of master’s programs, assistant to the chair and graduate student coordinator. Serve as the department’s undergraduate student administrator. Serve as the department’s master’s student administrator.
PRIMARY DUTIES AND RESPONSIBILITIES:
- Serve as the primary administrator for most aspects related to the department’s ~350 undergraduate students. This includes: working with the university’s pooled classroom committee and departmental faculty to assign classrooms; providing administrative help to departmental core, affiliate and adjunct faculty for course-related activities such as copying course handouts, collecting and distributing homework; collecting materials and organizing course materials for ABET accreditation reviews. Work with the department chair, director of undergraduate’s studies and other lead faculty on developing an annual teaching plan for undergraduate courses.
- Work closely with the director of master’s studies to develop the Masters of Engineering and Masters of Science in Biomedical Engineering program; management of online applications database; develop and management of student tracking database, student milestones, thesis committees, title, scope and procedures. Investigate, create and manage entrepreneurial opportunities database for student access. Maintain alumni database. Work with the department chair, director of master’s studies and other lead faculty on developing an annual teaching plan for master’s courses.
- Assist the department chair and other responsible faculty design, edit and prepare departmental brochures and other PR materials; Manage content on department website, maintain department databases, and other records.
- Organize department seminars, including making travel arrangements for speakers, scheduling meetings with faculty in various departments and arranging for student lunch with speakers.
- Handle all aspects related to room reservations for Whitaker Hall. This includes creating and maintaining reservation and instruction forms, maintaining a master calendar of events, arranging for building access, maintaining control of auditorium keys, instructing users on how to use audio visual equipment and presenting space to event planners, making sure cleaning services have been scheduled, tracking charges to be billed for each event with the dean’s office.
- Maintain office equipment and supplies. Be responsible for maintaining and ensuring efficient running of copying/mail/work area used by all members of the department as well as audio visual equipment in classrooms and auditorium. Contact service technicians when required
- Distribute keys to new hires and record. Request building access as needed. Collect keys when employee has completed assignment and record.
- Reception: provide direction and guidance for visitors, students, etc. Send and receive deliveries, mail, and paychecks answer phone calls and take messages.
- Perform other duties as assigned.
High school degree and three years of administrative experience. Proficient in the use of PC’s and specific software including Internet, Adobe Acrobat, Adobe InDesign, Windows, MS Excel, Access, Outlook, and Word software. Must be able to use FAX, scanner, and photocopier.
Critical Skills and Expertise:
Strong interpersonal skills, superior computer and organizational skills. Ability to handle multiple tasks simultaneously with frequent interruptions. Ability to prioritize and thrive under pressure. Must be meticulous as well as detail-and task- oriented. Ability to work independently, make decisions, serve as backup for other departmental staff, and remain flexible and open to change in rapidly developing department.
Associate’s degree and five years of previous office experience. Prefer experience in an academic environment. Prefer some experience in web programming, e.g. HTML and/or web design and use of Sharepoint, WUCRSL and SIS.
This position is full-time and works approximately 37.5 hours per week.
Department Name/Job Location:
This position is in the Department of Biomedical Engineering, in the School of Engineering and Applied Science at the Danforth Campus.
-Retirement Savings Plan
-22 vacation days
-8 Paid Holidays
-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
Human Resources website (hr.wustl.edu)
The hiring range for this position is $16.47 - $21.00 per hour.
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.