Scheduled Hours

37.5

Position Summary

The College of Arts & Sciences is looking for a motivated and enthusiastic individual to join our operations team. The largest undergraduate program at Washington University, the College of Arts & Sciences contains approximately 4,500 degree seeking undergraduate students. The College provides academic support to all Arts & Sciences undergraduate students and offers programs related to advising, academic policy, student orientation and academic progress, among others. It also manages programming for pre-college, post-baccalaureate and visiting students and for the Office of Undergraduate Research (OUR). The administrative program coordinator is responsible for project management of assigned programs and projects in some of these areas. The position coordinates office programs and schedules, provides administrative services, and performs specialized/technical duties with minimal supervision. This position plays a key role contributing to collaborative projects with colleagues across the College Office and the OUR. Because the administrative program coordinator role is tasked with the execution of the programs that make up the office strategic priorities, its responsibilities will be responsive to the needs of current programming. Efforts include planning, operations, event management and a variety other administrative duties.

Job Description

This position is a hybrid work environment (office and remote work). Some events require weekend or evening hours.

Primary Duties and Responsibilities

Program Administration and Coordination:

• Collaborate with colleagues from across the College of Arts & Sciences, as well as campus partners, to produce student centered programming which is a key component of the WashU student academic experience.
• Manage a wide variety of administrative and academic program activities on behalf of the College of Arts & Sciences.
• Serve as point of operational and administrative contact for colleagues, students, parents and other campus partners on a variety of student-focused programs.
• Maintain established departmental policies, procedures, and objectives for assigned programs.
• Maintain project timelines and meet all internal and external deadlines.
• Create new policy, procedures and objectives documentation for newly formed projects in the College.
• Contribute to and administer assessment efforts for all programs supported.
• Maintain programmatic record files utilizing program specific databases.
• Produce reports for review and analysis using office databases.

Event Management and Planning:

• Plan and coordinate large and small meetings and events to support the students and programs of the College of Arts & Sciences.
• Responsible for all details and logistics associated with the event including but not limited to: negotiating with vendors; overseeing, troubleshooting and resolving special situations that arise before and during event; ensuring deadlines and budgets are adhered to; coordinating event space, food and supplies; coordinating details for the day of the event including set-up, tear down, recruiting of volunteers, and other logistics; attending relevant planning meetings; organizing event communication and marketing in collaboration with the Arts & Sciences communications team; and engaging in other tasks that may arise.

Communications and Student Records Support:

• Send communications and newsletters to faculty, staff, students and parents as needed to support programs in the College.
• Collaborate with colleagues across the College and in Arts & Sciences Communications on content for all messaging.
• Independently manage and respond to program specific email inquiries from students, parents, colleagues, academic departments and administrators in Arts & Sciences.
• Regularly handle confidential and sensitive information related to students’ academic and financial records.
• Compile requests related to student records or policies and distribute for approval, communicate outcomes to students and relevant campus partners, document status in student’s file.
• Support and maintain certain components of student records while supporting College Office programs

Perform other duties as assigned.

Preferred Qualifications

• Bachelor's or master’s degree.
• Five years of experience in office work.
• Experience with database management.
• Excellent oral and written communication skills.
• Ability to balance many tasks at one time and to assume responsibility for the timely completion of a number of activities by maintaining multiple project lists.
• Team player and ability to work with a positive attitude on any task required.
• Proficiency with Microsoft Office products (Word, Excel and PowerPoint) or equivalent applications.
• Discreet and ability to maintain confidentiality as appropriate; exercise sound judgement regarding priorities and critical nature of certain jobs.
• Strong interpersonal skills.
• Ability to grasp systems/technology/programs’ processes, and the mindset and logic to process them.
• Thorough and detail-oriented.

Required Qualifications

• High school diploma or equivalent high school certification.
• Three years of relevant experience.

Grade

G08-H

Salary Range

$20.15 - $31.26 / 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.

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.

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

Washington University in St. Louis is committed to providing a comprehensive and competitive benefits package to our employees. Benefits eligibility is subject to employment status, full-time equivalent (FTE) workload, and weekly standard hours. Please visit our website at https://hr.wustl.edu/benefits/ to view a summary of benefits.

EEO/AA 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.

Diversity Statement

Washington University is dedicated to building a diverse 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.

Applicant Instructions

When you are ready to apply, creating an account only takes a minute. Your account creates a candidate home page which we will use to communicate with you and allows you to apply for jobs and view your application statuses. The first page of the application offers two “Quick Apply” options. Quick Apply allows you to either use a previous application or create a new application using a resume to populate the work experience and education sections of your job application. If using a resume to populate your application, check to ensure the application fields populated accurately. You may skip the “Quick Apply” page by clicking “Next” at the bottom of the page. Documents may be uploaded in the My Experience section of the application. You also have the option to apply with a LinkedIn feature, which allows you to apply by using your LinkedIn profile to populate some of the job application fields.