CP00001 Washington University in St Louis

Compensation

Full Description

Scheduled Hours 40 Position Summary Provides comprehensive administrative and operational support for an academic department, with a primary focus on faculty lifecycle activities and department operations. Supports faculty recruitment, appointments, tenure and promotion tracking, and academic events, while also serving as a key administrative partner to departmental leadership. Provides standard administrative coordination duties, manages complex faculty-related data, supports departmental governance processes, coordinates major faculty events, and provides high-level administrative backup to the Executive Assistant to the Chair as needed. Job Description Primary Duties & Responsibilities: Faculty Affairs & Lifecycle Coordination Coordinates administrative processes related to faculty recruitment, including search logistics, interview scheduling, candidate materials, and coordination with internal stakeholders. Develops, maintains, and audits faculty tracking systems for tenure, promotion, sabbatical eligibility, contract milestones, and key academic deadlines. Monitors timelines and proactively notify faculty and leadership of upcoming actions, required documentation, and institutional deadlines. Prepares and organizes faculty materials for review committees, department leadership, and external submissions, ensuring accuracy and compliance with institutional policies. Department Operations & Governance Serves as department committee secretary for assigned committees, including scheduling meetings, preparing agendas, recording minutes, tracking action items, and maintaining official records. Maintains and updates the department’s sections for the WashU Medicine Bulletin. Event & Meeting Coordination Organizes complex meetings involving faculty, leadership, and external participants (e.g. Faculty Retreat, Whole of Department Meeting), including scheduling, materials preparation, room reservations, and follow-up documentation. Anticipates meeting needs and provides proactive administrative support to ensure efficient and effective outcomes. Leadership & Executive Support Provides comprehensive administrative and operational support for an academic department, with a primary focus on faculty lifecycle activities and department operations. Supports faculty recruitment, appointments, tenure and promotion tracking, and academic events, while also serving as a key administrative partner to departmental leadership. Provides standard administrative coordination duties, manages complex faculty-related data, supports departmental governance processes, coordinates major faculty events, and provides high-level administrative backup to the Executive Assistant to the Chair as needed. Data Management, Reporting & Process Improvement Maintains accurate electronic and paper records related to faculty affairs, appointments, and department operations. Administers departmental surveys electronically, including survey distribution, basic analysis, and documentation. Generates reports, summaries, and status updates for leadership related to faculty metrics, timelines, and operational needs. Identifies opportunities to improve administrative workflows, tracking tools, and documentation processes; assist with implementation of updated procedures. General Administrative Acts as a central point of contact for faculty administrative questions related to appointments, timelines, and department processes. Collaborates with other administrative staff to ensure consistent coverage and shared knowledge across the department. Provides cross-functional administrative support as needed to maintain smooth daily operations. Performs 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 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 (3 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: Administrative (4 Years) Skills: Academic Administration, Academic Support, Adaptability, Computer Literacy, Confidentiality, Financial Systems, Human Resources (HR) Software Systems, Independent Decision-Making, Interpersonal Communication, Learning Quickly, Microsoft Excel, Microsoft PowerPoint, Microsoft Word, Online Meeting Software, Organizing, Problem Solving, Professional Etiquette, Sound Judgment, Stress Management, Student Information Systems, Teamwork, Working Independently, Workload Prioritization Grade G08-H Salary Range $21.17 - $32.85 / 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 CandidateQuestions@wustl.edu 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 and especially encourages applications by those from underrepresented groups. 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, age, religion, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or genetic information. Washington University is dedicated to building a community of individuals who are committed to contributing to an inclusive environment – fostering respect for all and welcoming individuals from diverse backgrounds, experiences and perspectives. Individuals with a commitment to these values are encouraged to apply. Q: Can I create a job alert to notify me when jobs of interest are posted? A: Yes! After you create a Candidate Home account, you can set up and manage job alerts to be sent to you either daily or weekly, according to the filters you select. You can add, edit, or delete job alerts at any time. You will need to opt in to communications from WashU when you set up your first alert and will only receive alerts for jobs posted after the alert has been created. Set alerts today so you do not miss any new opportunities! Washington University in St. Louis' collective success is significantly attributed to the passion and outstanding efforts of our community. Our staff, faculty and trainees are committed to excellence and dedicated to carrying out our missions of research, teaching and patient care. WashU prides itself on being a place where people matter, and serious work is done. Our people work together in an inclusive community that celebrates diverse perspectives, collaboration and innovation. We are a community of individuals inspired to work together to develop big ideas and tackle challenging problems. We value the well-being of our people. WashU strives to create a positive employee experience where staff, faculty and trainees thrive, both personally and professionally. Our employees find meaning, connection and vitality in their work and life with a healthy work-life balance and support to learn, grow and make an impact at WashU, the community and the world. Useful Links Who We Are Human Resources Benefits Living in St. Louis Frequently Asked Questions Accommodation If you are unable to use our online application system and would like an accommodation, please email CandidateQuestions@wustl.edu or call the dedicated accommodation inquiry number at 314-935-1149 and leave a voicemail with the nature of your request. Regulatory Postings Know Your Rights: Workplace Discrimination is Illegal Poster (English; Spanish)