Administrative Assistant II - Hospital Medicine

Position Summary

Provides office, document preparation, budget/financial, and administrative support for an individual, department, office or designated staff group.

40 hours per week.

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.

• Normal office environment
• Ability to travel to various on- and off‑campus locations

• Typically working at desk or table
• Repetitive wrist, hand or finger movement
• Occasional lifting (25 lbs or less)

• Office equipment

• High school diploma or equivalent high school certification or combination of education and/or experience.

• None beyond education

• No specific certification/professional license is required for this position.

• Relevant Experience (2 Years)

• Not Applicable

A driver's license is not required for this position.

WashU seeks highly motivated individuals who are able to perform duties in a manner consistent with our core mission and guiding principles.

• Bachelor's degree

• No additional certification/professional licenses unless stated elsewhere in the job posting.

• No additional work experience unless stated elsewhere in the job posting.

• 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

G07-H

$19.29 - $29.91 / Hourly

For frequently asked questions about the application process, please refer to our External Applicant FAQ.

If you are unable to use our online application system and would like an accommodation, please email Candidate Questions or call the dedicated accommodation inquiry number at  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…