Location

ST. LOUIS, MO 63130

Scheduled Hours

37.5

Position Summary

Evaluates and analyzes departmental Business and Administrative program and data. Coordinates activities to ensure compliance with WashU internal control guidelines, especially concerning documentation/ recordkeeping. Assists in the development, planning, implementation, and direction of assigned department mission policies and procedures.

Job Description

Manage overall processes for department administration in the following key areas:

• Staffing:
  • Supervise and evaluate staff.
  • Plan and allocate resources to delegate tasks effectively to meet department and school productivity and quality goals.
  • Evaluate and improve the efficiency and effectiveness of business processes and procedures.
  • Hire staff in consultation with Chair, as well as students, and assist in training new staff members.

• Finance:
  • Manage the overall operational, budgetary, and financial activities.
  • Manage department accounts and authorize spending.
  • Assist with preparation of budget and other reporting.
  • Assist with purchasing decisions.

• Research (Grant, fellowship, award support):
  • Ensure pre- and post-award support as required including guidance for budgeting, planning, and application.
  • Ensure processing of awards.
  • Work with OSR and payroll to insure proper sourcing and payment.
  • Provide required reporting and auditing to maintain accuracy.

• Administration - oversee the processes for:
  • Faculty and postdoc searches.
  • Tenure cases and promotions.
  • Event planning.
  • Faculty administrative support.
  • Communications such as website, newsletters, publications, etc.
  • Coordinate faculty grant activity with accounting and grants administrators.
  • Ensure compliance with all A&S deadlines and requirements.
  • Oversee facilities and space issues.

• HR/Payroll - ensure proper execution and good communication regarding HR issues in the department:
  • New hires and onboarding.
  • I-9 and visa verification.
  • Payroll changes such as compensation, leaves, terminations, transfers, etc.
  • Time reporting, and paid time off.
  • Salary sourcing, cost-sharing, effort reporting, deductions.
  • Payroll processing and verification.
  • Academic appointments.

• Transactional support within each area (finance, research, academic, administrative, payroll) as needed to assist with workflow, provide cross-coverage for staffing needs, and stay current with routine systems for training and supervision needs.
• Other duties as assigned.

Working Conditions:
Job Location/Working Conditions

• Normal office environment.
• Ability to travel to various on- and off-campus locations.

Physical Effort

• Typically sitting at desk or table.
• Repetitive wrist, hand or finger movement.

Equipment

• Office equipment.

The above statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all job duties performed by the personnel so classified. Management reserves the right to revise or amend duties at any time.

Required Qualifications

Education:

Bachelor’s degree or combination of education and/or experience may substitute for minimum education.

Certifications/Professional Licenses:

No specific certification/professional license is required for this position.

Work Experience:

Administrative Management (2 Years), Financial (2 Years), Human Resources (2 Years)

Skills:

Budgeting

Driver's License:

A driver's license is not required for this position.

More About This Job

WashU seeks highly motivated individuals who are able to perform duties in a manner consistent with our core mission and guiding principles.

Preferred Qualifications

Education:

No additional education unless stated elsewhere in the job posting.

Certifications/Professional Licenses:

No additional certification/professional licenses unless stated elsewhere in the job posting.

Work Experience:

No additional work experience unless stated elsewhere in the job posting.

Skills:

Detail-Oriented, Interpersonal Communication, Oral Communications, Written Communication

Grade

G11

Salary Range

$53,100.00 - $90,600.00 / Annually

The salary range reflects base salaries paid for positions in a given job grade across the University. Individual rates within the range will be determined by factors including one's qualifications and performance, equity with others in the department, market rates for positions within the same grade and department budget.

Questions

For frequently asked questions about the application process, please refer to our External Applicant FAQ.

Accommodation

If you are unable to use our online application system and would like an accommodation, please email [email protected] or call the dedicated accommodation inquiry number at 314-935-1149 and leave a voicemail with the nature of your request.

All qualified individuals must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship.

Pre-Employment Screening

All external candidates receiving an offer for employment will be required to submit to pre-employment screening for this position. The screenings will include criminal background check and, as applicable for the position, other background checks, drug screen, an employment and education or licensure/certification verification, physical examination, certain vaccinations and/or governmental registry checks. All offers are contingent upon successful completion of required screening.

Benefits Statement

Personal

• Up to 22 days of vacation, 10 recognized holidays, and sick time.

• Competitive health insurance packages with priority appointments and lower copays/coinsurance.

• Take advantage of our free Metro transit U-Pass for eligible employees.

• WashU provides eligible employees with a defined contribution (403(b)) Retirement Savings Plan, which combines employee contributions and university contributions starting at 7%.

Wellness

• Wellness challenges, annual health screenings, mental health resources, mindfulness programs and courses, employee assistance program (EAP), financial resources, access to dietitians, and more!

Family

• We offer 4 weeks of caregiver leave to bond with your new child. Family care resources are also available for your continued childcare needs. Need adult care? We’ve got you covered.

• WashU covers the cost of tuition for you and your family, including dependent undergraduate-level college tuition up to 100% at WashU and 40% elsewhere after seven years with us.

For policies, detailed benefits, and eligibility, please visit: https://hr.wustl.edu/benefits/

EEO Statement

Washington University in St. Louis is committed to the principles and practices of equal employment opportunity. It is the University’s policy to provide equal opportunity and access to persons in all job titles without regard to race, ethnicity or shared ancestry, color, national origin, citizenship (where prohibited by federal law), age, religion, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or genetic information. As a federal contractor, the university maintains affirmative action programs to implement its equal employment opportunity policy for individuals with disabilities and protected veterans, in accordance with Section 503 of the Rehabilitation Act of 1973, as amended, and the Vietnam Era Veterans’ Readjustment Assistance Act of 1974 (VEVRAA), as amended.