Washington University is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity or expression, national origin, genetic information, disability, or protected veteran status.
This Administrative Assistant, Regional Programs will report to the Senior Supervisor within Major Gifts Regional Development Programs and is responsible for the administrative support of at least one regional director and geographic territory.
PRIMARY DUTIES AND RESPONSIBILITIES:
Coordinate regional events for alumni, parents, and friends of the university, including creating invitations, name tags, RSVP lists, and executive briefing memos. Enter details and results of event into proprietary donor database (ADIS). Order specialized downloads. Generate prospect profiles and other outputs from ADIS. Significantly reformat outputs using Excel and Word for reports and mail merges.
Support all aspects of regional directors’ travel. Assist with travel arrangements; assemble detailed travel itineraries; and accurately complete forms and procedures for travel advances and expense reimbursement. Complete travel follow-up, including contact report drafts, and thank-you letters.
Serve as the vital communication link to and from the home office when directors are traveling. Discern between critical needs and those that can wait, and communicate appropriately. Communicate professionally at all times, greeting and assisting those who call or visit the Office of Major Gifts and Capital Projects or West Campus. Whether within the suite or at the reception desk, professionally manage E-mail, complex calendars and conference rooms. Track equipment and supplies. Report and follow up on maintenance needs.
Cross-train with other administrative staff and assist with additional tasks and projects as needed or assigned by the Senior Supervisor or the Associate Vice Chancellor for Regional Development Programs.
Perform other duties as assigned.
High school plus 1-2 years of work experience, or equivalent combination of education and experience.
Associate’s degree or equivalent knowledge or specialized business training preferred.
Previous administrative experience within a university setting is preferred.
Candidate must have a “can do” customer service attitude and strong organizational skills, as well as the ability to use discretion, work under multiple deadlines, and use professional judgment.
Courteous interpersonal skills to work with internal and external individuals are essential.
Excellent verbal and written communication, organizational and prioritization skills are needed.
Should possess the ability to manage competing priorities with minimal supervision.
Excellent keyboarding and proofreading skills with precise attention to detail is required.
Ability to thoroughly follow instructions; and high proficiency in working with Microsoft Outlook and Word, plus intermediate proficiency with Excel.
Aptitude for learning the processes and nuances of the proprietary donor database to create lists, reports and donor research.
Mature attitude regarding working with confidential information.
Basic math and attention to detail are essential for timely and accurate completion of travel report processing.
Ability to work occasional overtime when necessary.
Overall willingness to learn and understand the mission of Washington University.
The hiring range for this position is $15.99 to $16.41 per hour.
-Retirement Savings Plan -22 vacation days -10 Paid Holidays -Sick Time -Tuition benefits for employee, spouse and dependent children -Free Metro Link/ Bus pass -Free Life Insurance -Health, Dental, Vision -Health Savings Accounts (HSA) -Long Term Disability Insurance -Flex Spending Plan -Other Benefits
Human Resources website (hr.wustl.edu)
This position is full-time and works approximately 37.5 hours per week.
Department Name/Job Location:
This position is in the Department of Major Gifts and Capital Projects, Alumni and Development Programs. This position is for the Danforth Campus.
Internal Applicant Instruction:
Please attach a copy of your most current signed performance evaluation (completed within the last 18 months) to your online account. If you have not received a performance evaluation, you may provide two current signed letters of recommendation (written within the last 18 months), preferably to include one letter from either a current or recent former supervisor. To attach these documents, go to: My Career Tools, Add Attachment, Attachment Type – Performance Reviews or Letters of Recommendation.
Washington University in St. Louis, a medium-sized, independent university, is dedicated to challenging its faculty and students alike to seek new knowledge and greater understanding of an ever-changing, multicultural world. The University offers more than 90 programs and almost 1,500 courses leading to bachelor's, master's and doctoral degrees in a broad spectrum of traditional and interdisciplinary fields, with additional opportunities for minor concentrations and individualized programs. The faculty is composed of scholars, scientists, artists and members of the learned professions. They serve society by teaching; by adding to the store of human art, creativity, understanding, and wisdom; and by providing direct services, such as health care.