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.
Department Name/Job Location:
This position is in the Department of Diversity Programs Medical School. This position is for the Medical School Campus.
Position provides secretarial and administrative support for the Office of Diversity Programs.
PRIMARY DUTIES AND RESPONSIBILITIES:
Greets visitors to the Office of Diversity Programs, including applicants, medical students and other guests.
Retrieves the mail on a daily basis; opens, sorts and routes mail, answers phone, stocks office food and beverages, takes messages and screens calls.
Manages the calendar for the Associate Dean for Diversity.
Reserves rooms, arranges meetings and may take meeting minutes for both the Associate Dean and the Assistant Dean, sometimes on a weekly basis. Orders and arranges snacks, and sends out meeting reminders.
Maintains office supplies, places orders when needed and may assist with preparing paperwork for bill payment.
Handles mass mailings for the office, including event invitations, direct mailings to prospective students and other correspondence, primarily via email.
Makes the catering, custodial and other logistical arrangements for special events such as lectures and socials as well as two selectives.
Along with the Program Coordinator, provides administrative support for the Office’s regular day time, and after-hours programs and events. A list of some programs may be found here: https://mddiversity.wustl.edu/events/
Prepares and organizes materials for distribution at events and programs.
Arranges for brochures and other materials to be shipped to recruitment fairs; may schedule domestic hotel and flight arrangements for recruitment trips and other travel for the Assistant Dean and the Associate Dean.
Assists the Assistant Dean with updating program databases and scholarship spreadsheets.
Assists with preparing PowerPoint presentations, updating the ODP website and Facebook page.
Scans and shreds papers as needed.
Equivalent of High School diploma with 2 years college or business school preferred. 3 years related secretarial experience.
Bachelor’s degree plus at least 3 years of secretarial experience.
General office equipment.
Familiarity with Windows environment, working knowledge of word processing including mail merge functions, Excel and PowerPoint. Experience with database packages, including Microsoft Access, and social media is desirable.
Accurate typing skills and strong oral and written communication skills are essential.
Exceptional interpersonal, time management and organizational skills.
Familiarity with FIS system is preferred.
The hiring range for this position is $15.68 - $19.60 per hour.
-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)
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 interdisciplin...ary 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.