Administrative Project Coordinator - Arts & Sciences

$44,034 - $68,328/Yr

Washington University in St. Louis - St. Louis, MO

Full-time - Entry Level

St. Louis, MO

Educational Services

About the position

The Office of the Dean of Arts & Sciences is seeking a motivated individual with excellent communication and organizational skills, as well as project coordination experience, to join their dynamic and collaborative environment. This role is part of the Dean's administrative team, which supports critical operations and administrative functions of the office. The team-based approach emphasizes cross-training and collaborative work, ensuring seamless support for essential functions and facilitating professional development for team members during vacations and absences. The project coordinator plays a vital role in the smooth functioning of the Dean's office, providing essential project support to senior leadership while also performing various administrative tasks such as greeting visitors, submitting receipts for reimbursement, and scheduling meetings. In this position, the project coordinator will be responsible for providing administrative support for various projects, including external departmental reviews, interview scheduling, faculty workshops, and meetings. They will work closely with senior leadership to schedule and organize project meetings, triage incoming requests by gathering facts, researching issues, and making proactive inquiries to provide context and knowledge when responding. The coordinator will also be responsible for scheduling diverse and complex appointments, meetings, itineraries, and travel arrangements, as well as composing, editing, and proofreading a variety of materials. Additionally, they will compile data and information in appropriate formats and perform other duties as assigned. The role also involves A&S Dean's Office administration and coordination, which includes preparing correspondence and documents, managing electronic files, submitting receipts for processing, maintaining office supply inventory, coordinating work orders and building maintenance, and updating routine web pages. The project coordinator will also plan and execute various meetings and events for the Dean's Office, working with external and internal vendors to reserve locations, catering, A/V and tech support, photography, and decor for events. They will serve as a liaison with the Advancement office for high-level events and assist with Advancement events on occasion.

Responsibilities

• Provides administrative support for various projects, including external departmental reviews, interview scheduling, faculty workshops, and meetings.
• Works with senior leadership to schedule and organize project meetings.
• Triages incoming requests for senior leadership in the Dean's office by gathering facts, researching issues, and making proactive inquiries.
• Schedules diverse and complex appointments, meetings, itineraries, and travel arrangements.
• Composes, edits, and proofreads a variety of materials.
• Compiles data and information in appropriate formats.
• Prepares correspondence and other documents, creates mail merges, and manages electronic files.
• Submits receipts for processing, working with accounting representatives.
• Maintains office supply inventory and coordinates purchase of supplies as needed.
• Coordinates work orders and building maintenance as needed.
• Maintains/updates contact information, directories, departmental lists, and email lists.
• Updates/maintains routine web pages.
• Plans and executes various meetings and events for the Dean's Office, including symposia, forums, and faculty meetings.
• Works with external and internal vendors to reserve locations, catering, A/V and tech support, photography, and decor for events.
• Serves as liaison with the Advancement office for professorship installations, National Council meetings, and other high-level events.

Requirements

• High school diploma or equivalent high school certification.
• Three years of relevant experience.
• Five to seven years of experience in higher education or comparable setting is preferred.
• Experience in development and documentation of operating and administrative policies and procedures is preferred.
• Event management and coordination experience is preferred.

Benefits

• Up to 22 days of vacation, 10 recognized holidays, and sick time.
• Competitive health insurance packages with priority appointments and lower copays/coinsurance.
• Free Metro transit U-Pass for eligible employees.
• Forgivable home loan of up to $12,500 for closing costs and down payment for homes in eligible neighborhoods.
• Defined contribution (403(b)) Retirement Savings Plan with university contributions starting at 7%.
• Wellness challenges, annual health screenings, mental health resources, mindfulness programs, and employee assistance program (EAP).
• 4 weeks of caregiver leave to bond with a new child.
• Tuition coverage for employees and their families, including dependent undergraduate-level college tuition up to 100% at WashU and 40% elsewhere after seven years.