Administrative Coordinator II – Arts & Sciences

Details

Posted: 29-Dec-23

Location: St. Louis, Missouri

Type: Full-time

Salary: Open

Categories:

Administrative/Support
Staff/Administrative

Internal Number: JR79253

Scheduled Hours
37.5

Position Summary
Manage the student and mentor experiences as outlined in the WU ENDURE program grant. Provide support to Program Directors and faculty to ensure students and mentors reach all milestones in a timely manner in accordance with NIH policies and expectations. Responsible for oversight of an annual budget > $350K direct and all managerial and logistical aspects of the program.

Job Description

Primary Duties & Responsibilities

Program Management

• Oversee the annual budget > $350K direct and all aspects of the program.
• Anticipate and manage annual calendar of events for ENDURE Program and ensure Directors, faculty, students and staff are prepared for those events Coordinate events.
• Schedule routine appointments, maintain office/department calendars
• Answer phone, email, and social media inquiries; greet visitors; provide information using established guidelines or refer to appropriate individual. Answer general questions on program/course.
• Coordinate travel arrangements to scientific meetings and visits to partner institutions.Â
• Prepare travel expense and other reimbursements according to guidelines.Â
• Perform basic data entry such as invoices and purchase orders; track purchases/receipts and process for payment.
• Provide personnel/payroll information to Department HR following NIH guidelines.  Enters and maintains information in NIH xTRAIN.
• Compile applications in SLATE; provide applicant information to faculty; send correspondence to applicants.
• Serve as a member of the Admissions Committee.
• Coordinate with other large University programs (e.g., ENDURE, PREP, MARC).
• Manage the annual research symposium including poster preparation, schedule of events, and space and food reservations.
• Manage the quarterly ENDURE meetings.
• Provide support to ENDURE alumni (e.g., career advice, networking, and resources).
• Lead summer program orientation.
• Plan and execute student and mentor evaluations. Analyze evaluation results.
• Coordinate and organize 4 summertime DEI meetings to discuss pressing issues and topics of interest to young scientists including imposter syndrome and respect for diverse personal identities.
• Manage all current and past student program participants from application to graduate school and beyond. This includes- recruitment, admissions, advising, and research progress.
• Manage and coordinate all program activities, including recruitment visits, entering class orientation, overnight retreats and special events, responsible for financial contracts for retreats and events.
• Attend NIH NINDS R25/T32 Workshops and training each year.

Writing

• Produce annual presentations for the Advisory Board and partner institutions.
• Compose the annual Progress Report for NIH (~100-page document).
• Create and maintain procedure guide for summer program participants.
• Create and maintain procedure guide for students attending the annual national neuroscience conference.
• Compose and edit quarterly newsletter.
• Maintain web site (endure.wustl.edu).
• Maintain social media (Instagram and X).
• Assist in composition of NIH Grant renewal every 4 years (proposal due February 2025).
• Update mentor training slides and content annually to keep up with current mentoring trends.
• Prepare for weekly agenda for meetings with the Program Directors.
• Prepare agenda and documents for Board meetings..
• Endure Program: one-on-one student advising.
• Perform other duties as assigned

Preferred Qualifications

• Working knowledge of general office equipment.
• Excellent computer skills, including Word, Excel, Outlook and PowerPoint.
• Financial/payroll applications such as Workday.
• Supervisory skills.

Required Qualifications

• High school diploma or equivalent high school certification.
• Three years of relevant experience.

Grade
G08-H

Salary Range
$20.76 – $32.21 / 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 CandidateQuestions@wustl.edu  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

Personal

• Up to 22 days of vacation, 10 recognized holidays, and sick time.

• Competitive health insurance packages with priority appointments and lower copays/coinsurance.

• Want to Live Near Your Work and/or improve your commute? Take advantage of our free Metro transit U-Pass for eligible employees. We also offer a forgivable home loan of up to $12,500 for closing costs and a down payment for homes in eligible neighborhoods.

• WashU provides eligible employees with a defined contribution (403(b)) Retirement Savings Plan, which combines employee contributions and university contributions starting at 7%.

Wellness

• Wellness challenges, annual health screenings, mental health resources, mindfulness programs and courses, employee assistance program (EAP), financial resources, access to dietitians, and more!

Family

• We offer 4 weeks of caregiver leave to bond with your new child. Family care resources are also available for your continued childcare needs. Need adult care? Weâ™ve got you covered.

• WashU covers the cost of tuition for you and your family, including dependent undergraduate-level college tuition up to 100% at WashU and 40% elsewhere after seven years with us.

For policies, detailed benefits, and eligibility, please visit: https://hr.wustl.edu/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 Universityâ™s 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 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.

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About Washington University in St. Louis
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.
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