Administrative Coordinator II - Engineering | Washington University in St. Louis - Military Veterans

at Herc - Missouri

St Louis, Missouri

Scheduled Hours 37.5 Position Summary Serving both the Head of the Division of Engineering Education (including the Engineering Communications Center) and the Director of Women & Engineering Center operationally called the Department the Administrative Coordinator will provide essential project management and high-level administrative support for the office. The Administrative Coordinator is primarily an in-person, on-campus position; however, the Administrative Coordinator may be eligible for seasonal? hybrid work during extended student/academic breaks, depending on operational needs during a particular time of year. Job Description Primary Duties and Responsibilities Project Management: Coordinates/manages projects as assigned. Establishes milestones, manages schedules, and tracks progress; evaluates results and prepares outcome reports. Manages project communication. Tracks project expenses/manages project budgets. Performs research assignments, such as benchmarking policies and programs against peer institutions. Communication: Updates websites, calendars, and documents as needed. Coordinates with departments such as Marketing & Communications, Registrars Office, and Student Services to promote new events, policies, and resources. Manages communication processes as needed, such as submitting project and promotion request forms. Event Management: Accountable for event logistics such as sending invitations, securing spaces and technology, maintaining RSVPs, ordering and delivering catering, and creating online and print materials. Responsible for managing a list of event stakeholders and communicating progress and challenges. Office Management and Administrative Assignments: Serves as a point of contact for the office. Provides professional, efficient, and welcoming reception presence as the first point of contact in the shared office suite. Greets visitors and provides assistance or directs them to the appropriate person or area for requests. Maintains oversight of department spaces, including kitchens, workrooms, conference rooms, and storage areas. Maintains and tracks inventory of all supplies and coordinates replenishment of all stock items. Serves as department liaison with facilities, maintenance, and housekeeping entities. Manages calendars/schedules meetings for the Head of Division of Engineering Education and Director of Women & Engineering Center. Prepares background information and materials for meetings and events. Prepares, proofreads, and edits correspondence. Processes purchase orders and reimbursement requests. Tracks and monitors expenses for the departments. Coordinates with McKelvey Human Resources on processing instructor appointment letters and related tasks. Manages WUSTL course listings (WUCRSL) and classroom scheduling for Division of Engineering Education (including Engineering Communications Center) courses. Performs other duties as assigned. Preferred Qualifications Bachelors degree or higher. Direct experience in project, event, and office management in a university setting. Experience using Microsoft tools, especially Excel and Teams. Familiarity with Canvas, Qualtrics, and Workday. Experience working with basic spreadsheets. Understanding of project management fundamentals. Entrepreneurial mindset this position will be supporting two offices where systems and processes are in development. Required Qualifications High school diploma or equivalent high school certification. Three years of relevant experience . Grade G08-H Salary Range $20.15 - $31.26 / 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. 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. 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 to view a summary of benefits. EEO/AA Statement Washington University in St. Louis is committed to the principles and practices of equal employment opportunity and especially encourages applications by those from underrepresented groups. It is the Universitys policy to provide equal opportunity and access to persons in all job titles without regard to race, ethnicity, color, national origin, age, religion, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or genetic information. Diversity Statement Washington University is dedicated to building a diverse community of individuals who are committed to contributing to an inclusive environment 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 Quick Apply? 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 Quick Apply? page by clicking Next? 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.