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 works as the face of the Biology department answering the department's main phone number, directing visitors to appropriate offices, coordinating/planning departmental functions, and providing efficient and effective support to faculty and staff for the teaching and research missions.
Primary function is to coordinate and facilitate department events, and provide capable administrative assistance to faculty and staff in the department. Support and arrange travel arrangements for workshops, symposium speakers, visiting academics, and faculty members traveling for academic purposes, while ensuring compliance with university and governmental cost protocols. Assist faculty as requested, which may include correspondence, c.v updates, manuscript, teaching, copying, research related work, and travel arrangements. Make hotel arrangements, initiate expense reimbursements, and professional communication with external and internal customers and visitors. Create and disseminate flyers and advertising for symposium/seminars. Distribute mail.
Provide support for workshops, seminars, and symposiums organized by faculty and students. Support includes making all catering arrangements (often setting up meetings with supplies bought); keeping careful records of expenses per workshop; assisting with data entry of evaluation of workshop effectiveness and reacting and solving any problems that arise. Also includes shopping for refreshment supplies as needed.
Regularly maintains departmental seminar/workshop calendars which has about 6-7 events per week. These events include department-wide events, graduate student and recruitment events, departmental seminars including Bioforum on Fridays; weekly Monday seminars that require receptions, and journal club meetings, throughout the year.Monitor scheduled calendars for room reservations for a variety of available conference and meetings rooms for faculty, staff, and students.
Assist with mass copying of exams for our biology classes when requested, included the very large introductory BIO 2960, 2970 classes. Maintaining a locked file system for all exams. Return unclaimed exams to the appropriate faculty member.
Maintenance and upkeep of faculty and staff common areas:
Maintenance of the copy room with 3 copiers. Ordering supplies, make repairs (as able) or contacting technicians for more extensive repairs.
Maintenance of faculty lounge including running dishwasher daily for reusable mugs, maintain coffee supply, and cleaning and maintaining the area.
Maintenance of mailroom and adequate office supplies inventory
Other duties as may be assigned.
High school education and at least 2 years in an office/support role with competent knowledge of typical office support software (Office 365).
Demonstrated dependability and ability to multitask under deadline pressures.
Excellent oral and written skills.
Proficiency in Microsoft products including Word, Power Point and Excel (Office 365).
Ability to learn new software as needed.
Proficient in creating PDF documents from scanner.
Demonstrated ability to maintain confidentiality, handle complex and detailed work, accurate basic math skills with understanding of budgets and their development.
Ability to work independently with minimal supervision and be a team player.
Class E drivers license.
Two years of college.
Applicant Special Instructions:
Successful candidate must be able to meet the physical demands of the position, including walking substantial distances, unloading supplies from vehicles, bending, stooping, repetitive wrist and finger movement, pushing carts and setting up symposium receptions, including setting up and taking down tables. Abiltiy to lift and move 25-50 lbs.
This position is full-time and works approximately 37.5 hours per week. This position is expected to last for no more than 1 year from hire. It is possible circumstances affecting the duration could change.
Department Name/Job Location:
This position is in the Department of Biology. This position is for the Danforth Campus in the School of Arts & Sciences.
-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
Human Resources website (hr.wustl.edu)
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.
The hiring range for this position is $15.68 - $19.60 per hour.
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.