Administrative Assistant II - General Internal Medicine

Location SAINT LOUIS, MO 63110 Scheduled Hours 40 Position Summary Coordinates office functions, programs and schedules; provides administrative services, and performs specialized/technical duties with minimum supervision. Job Description Primary Duties & Responsibilities: Schedules diverse and complex appointments, meetings and travel arrangements. May prepare complex itineraries. Schedules and maintains daily appointment calendars, coordinates meeting details and confirmations. Prepares travel expense reimbursement according to guidelines. Provides administrative support to assigned staff. Types and composes a variety of documents, creates mail merges, and manages electronic and hard copy files. Receives, sorts and distributes mail. Edits, proofreads and occasionally drafts communications such as newsletters, event schedules, marketing materials, departmental information, program literature and mailings; coordinates the printing, publishing and distribution process. Provides logistical support and preparation for presentations, training, interviews, workshops and special events that occur on- and off- campus (i.e. arranges location, orders food, assembles materials, schedules speakers, prepares sign-in sheets and name badges, arranges parking, etc.). Updates training materials, case studies, etc., as needed. Serves as point of contact for scheduling classrooms and lecture halls. Tracks and monitors expenses for department. Assists in budget planning. Enters transactions in financial system; may approve transactions and run/review reports. Enters personnel/payroll information in HR system. May assist in preparing contract budgets, grant applications, proposals, status reports and financial statements. Coordinates purchase order requests and work order requests. Maintains office supply inventory and coordinates purchase of supplies as needed. Maintains/updates contact information, directories, departmental lists, email lists and databases. May be responsible for updating/maintaining routine web pages and social networking sites. Answers phones, greets and directs visitors and ensures confidentiality of office is maintained at all times. 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 (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: Computer Literacy, Interpersonal Communication, Microsoft Access, Microsoft Excel, Microsoft Office, Microsoft Outlook, Microsoft PowerPoint, Microsoft Word, Office Procedures, Oral Communications, Teamwork, Working Independently, Written Communication 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 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: 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.