Events & Administrative Assistant (Part-time) - American Culture Studies | Washington University in St. Louis - Military Veterans

at Herc - Missouri

St. Louis, Missouri

Scheduled Hours 25 Position Summary Under the supervision of the Administrative Coordinator, provide support for events, as well as for accounting, office operations, and other administrative duties, in the American Culture Studies Program, an inter-departmental academic program in Arts & Sciences. Act as a liaison to the student office assistants for associated tasks. Job Description Primary Duties and Responsibilities Plan all the staging of talks, conferences, dinners, and other recurring and special events: Identify and secure appropriate space on campus, and occasionally off-campus venues. Coordinate Zoom/other online platforms for remote events. Update the Events page on AMCS website. Arrange for physical set up and catering services. Manage all event announcements on Drupal website and program directory. Act as primary liaison to vendors. Make travel arrangements for visiting scholars and speakers. Process reimbursements for faculty, staff, students and visitors. Track and verify billing of vendor-provided services. Undertake routine support of procurement and accounting processes:  Process orders for supplies and equipment through the online Marketplace system and with other established vendors. Process travel documents, including advances and faculty/staff reimbursements. Enter and track purchase orders. Process invoices and perform receiving activities in accounting system. Provide primary support to established vendors. Provide administrative support to the Administrative Coordinator to ensure appropriate program administration: Handle office inquiries, including monitoring and responding to emails received through the general program email account. Provide primary oversight of departmental resources and files (physical and electronic). Procure inventory supplies and other office assets. Assist in making arrangements for the On Location travel course. Assist in inserting updates in the programâ™s Drupal website. Perform other support duties as assigned by the Administrative Coordinator. Ensure the main office (reception area) operates effectively: Coordinate the work of student assistants. Ensure that responsive and efficient service is provided to visitors and callers. Perform other duties as assigned. Preferred Qualifications Bachelorâ™s degree in either humanities or social sciences. Previous administrative or secretarial experience. Previous customer service experience, in-person and/or via telephone. Experience in directing front office operations. Proficiency in Microsoft Office applications. Experience with inputting accounting transactions into web-based financial systems. Exposure to Macintosh operating systems. Experience in performing basic research (online and library). Strong time management skills. Experience in a higher education setting working with college students, faculty and administrators. Good organizational skills and task-oriented. Experience working with filing systems. Basic competency in e-mail communications. Good verbal communication and writing abilities. Ability to work independently as well as a part of a team. Experience in event planning and implementation. Familiarity with online calendar software and scheduling. Ability to pay attention to detail. Good interpersonal skills for relationship-building activities with students, faculty, staff and vendors. Required Qualifications High school degree or equivalent high school certification and one year of related experience. Grade G06-H Salary Range $16.64 - $24.95 / 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. 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 is an equal opportunity and affirmative action employer. All qualified applicants will receive consideration without regard to an individualâ™s sex, race, color, religion, age, disability status, protected veteran status, national or ethnic origin, gender identity or expression, sexual orientation. Women, minorities, protected veterans and the disabled are strongly encouraged to apply. Diversity Statement Washington University is dedicated to building a diverse community of individuals who are committed to contributing to an inclusive environment â“ 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 âQuick Applyâ? 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 âQuick Applyâ? page by clicking âNextâ? 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.