Scheduled Hours

37.5

Position Summary

Provides general administrative support for the Center for the Study of Race, Ethnicity & Equity and direct administrative support to the Executive Director of the Center. Position ensures that the Center and the Executive Director’s goals are met in a timely fashion, and coordinates with faculty, staff, and graduate students about financial, payroll, and administrative matters of the Center. Amongst other duties as assigned, this position will take notes and provide meeting minutes, keep the ED’s calendar, compile dossiers, and keep the ED’s deadlines for all activities

Job Description

Assistant to the Executive Director:

• Work directly with the ED to support all aspects of their daily work routine.
• Stay informed about the work of CRE2 and the ED to be able to anticipate areas where the ED will need administrative support.
• Prepare documents and briefings for the ED’s upcoming meetings and appearances.
• Maintain the ED’s calendar, including scheduling meetings, appointments, speaking engagements, and meetings of the various boards on which they sit; exercise discretion in committing the ED’s time and evaluating and prioritizing needs.
• Make arrangements for the ED’s travel (will include domestic and international).
• Communicate and work effectively in support of the ED with the staff and leadership of other WashU administrative responsibilities they lead (e.g., Academic Leadership Institute, the James Baldwin Review, the “New Black Studies” Book Series at U Illinois Press, the Chancellor’s Office, etc.)
• Assist the ED in the development of presentations and white papers for internal and external audiences.
• Determine priority of matters of attention for the ED; redirect matters to appropriate staff to handle, or handle matters personally, as appropriate.
• Keep the ED advised of time-sensitive and priority issues, ensuring appropriate follow-up.
• Compose and prepare letters relating to email and routine correspondence for the EDs signature.
• Process expense reports for the ED.
• Ensure that the ED (and Center staff) are kept aware of upcoming commitments.

Center Support Management:

• Responsible for main administrative processes for the Center.
• Serve as a liaison between schools and departments. This includes receiving and screening the Center’s phone calls and visitors, answering a variety of questions with tact and diplomacy, taking messages, and directing calls appropriately for resolution.
• Serve as a primary point of contact for the Center.
• Organize and prepare for meetings, including gathering documents and attending to logistics of meetings
• Handle printing, faxing, mail/overnight packages, copying, filing, and email/messages.
• Sort and triage mail; maintain Center e-mail and other address directories.
• Schedule departmental meetings; assist in the preparation and distribution of meeting agendas and materials.
• Transcribe source material, prepare documents, reports, tables and charts; distribute as appropriate.
• Prepare, reconcile, and submit expense reports.
• Maintain electronic filing systems with backups (and paper files where necessary).
• Maintain confidential and sensitive information.
• Attend meetings and take notes of discussion; prepare the initial draft of minutes and summaries.
• Order supplies for the office.
• Coordinate any facilities needs for the office.
• Prepare and review the documentation necessary to initiate reimbursements for travel and expenses.
• Organize and manage Center related travel.
• Assess/evaluate the need and purchase of office equipment.
• Maintain accurate electronic databases, spreadsheets, and tracking systems related to grants, fellowships, faculty affiliates, events, communications, budgets, and other Center operations. Regularly audit records for completeness, accuracy, and consistency and generate reports as requested.
• Coordinate and perform daily tasks to ensure functioning of the office.
• Assist with monitoring expenditures, perform online systems entry of documents or data involving accounts payable, purchasing, budgeting, etc.; may approve financial documents such as check requests, journals, purchase orders, travel documents, etc. in Workday.
• Prepare, reconcile, and accurately track financial transactions, reimbursements, procurement card purchases, purchasing requests, and budget activity. Verify supporting documentation, ensure compliance with university financial policies, and maintain accurate internal tracking records.
• Working closely with project coordinator, manage and maintain the Center's website, ensuring content is accurate, current, accessible, and aligned with university branding standards. Main website responsibilities: coordinate updates to webpages, faculty profiles, funding opportunities, and event information.
• Review work products for completeness, accuracy, and consistency prior to submission or distribution and proactively identify discrepancies requiring correction.
• Exercise independent judgment in carrying out assigned responsibilities, identifying potential issues, seeking clarification when needed, and ensuring timely follow-through.
• Event support.

Working Conditions:
Job Location/Working Conditions:

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

Physical Effort:

• Typically working at desk or table.
• Repetitive wrist, hand or finger movement.
• Occasional lifting (25 lbs. or less).

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:

High school diploma or equivalent high school certification or combination of education and/or experience.

Certifications/Professional Licenses:

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

Work Experience:

Relevant Experience (2 Years)

Skills:

Not Applicable

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:

Bachelor's degree

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:

Accountability, Database Management, Detail-Oriented, Effective Written Communication, Financial Management, High Reliability, Microsoft Excel, Microsoft Outlook, Microsoft Word, Organizing, Prioritization, Professional Judgement, Project Coordination, Recordkeeping Systems, Taking Initiative, Time Management, Verbal Communications, Website Management

Grade

G07-H

Salary Range

$19.29 - $29.91 / Hourly

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, 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.