Overview
Administrative Coordinator II – Radiology – Biophotonics Research Center Jobs in Saint Louis, MO at Washington University in St Louis
Under the general supervision of the President, this full-time position provides a variety of primary administrative support functions to the Office of the President of the College and the Board of Trustees; coordinates and prioritizes all internal services to support the President’s Office and the Board of Trustees; compiles confidential information and reports; coordinates the President’s calendar; manages assigned projects; develops routine correspondence; and provides front-line service and acts a liaison to visitors and callers, using independent judgment as appropriate to prioritize, channel, and facilitate communication on behalf of the President with utmost professionalism and confidentiality.
Essential Duties include the following. Other duties may be assigned.
Office of the President (70%)
Provides primary administrative support to the President to ensure timely, efficient, and effective workflow and confidentiality. Maintains appropriate professional office coverage during normal business hours. Maintains routine follow-up and tracking systems as appropriate for on-going Office and College functions.
Coordinates President’s calendar and appointment schedules. Schedules rooms, auxiliary services, and special requests as needed.
Manages travel arrangements including but not limited to booking of flights, trains, car rentals, hotel accommodations, car service.
Maintains the President’s Office files, databases, and other reports as required.
Provides front-line service by screening, greeting, and responding to office visitors, and/or answering telephones, and/or mail and e-mail. Prepares routine correspondence and reports.
Requests, researches, compiles, and analyzes data for a variety of projects at the request of the President.
Refers visitors and/or issues to appropriate staff.
Collects and distributes daily incoming and outgoing mail; brings priority matters to the attention of the President; completes duplicating assignments; maintains office supply inventory and general filing system.
Oversees organization and distribution of birthday cards for faculty and staff.
Coordinates president’s office response to invites to inaugural events, including but not limited to congratulatory letter, citation, delegation coordination, and rental regalia.
Takes notes and transcribes notes at meetings as appropriate.
Processes invoices for payment; prepares the President’s reimbursement requests; maintains President’s financial reports; and verifies entries in budget reports.
Orders office supplies.
Monitors President’s Office computer hardware and software and other appropriate technology.
Serves as liaison for the President in matters relating to routine maintenance and upkeep of the President’s House.
Represents President’s Office on Commencement Committee and other ad hoc campus committees.
Responsible for setting the tone of professionalism, standards of performance and cooperation among support staff and fosters cooperative relationships and harmonious flow of work between division and other entities across campus.
Maintains the official College seal and furnishes authenticated documents to various internal and external organizations and agencies.
Board of Trustees (30%)
Manages Board of Trustees Portal; creates log in credentials and accounts in board portal for new trustees, senior team members, faculty representatives on committees and others requiring access; uploads resources and materials for committee and board meetings; provides training to new users; updates individual accounts regularly to ensure all information is accurate and up to date.
Manages all aspects of the Board of Trustees communications; directs the preparation, assembly, and distribution of all correspondence, schedules, committee agendas, reports and minutes; maintains current by-laws; archives meeting records; updates current and emeriti trustee lists.
Provides approved and draft board of trustee and committee minutes to the College’s auditor annually.
Manages distribution and data collection for all board surveys and board’s yearly performance evaluation of the President.
Maintain monthly calendar of board action items, and board chair and vice chair duties.
Coordinates internal services to support Board meetings and related functions including but not limited to room reservations, auxiliary services, and special requests as needed.
Requests, researches, compiles, and analyzes data for a variety of projects at the request of the Board Chairperson or Vice Chair.
Coordinates internal services to support of Board members participation in Commencement and Convocation including but not limited to regalia, robes, assistant to Platform Party, room reservations, auxiliary services, and special requests as needed.
Coordinates new Trustee orientation including but not limited to agenda, room reservations, auxiliary services, and special requests as needed. Reviews and updates orientation materials yearly.
Monitors Trustee budget; orders gifts for retiring Trustees.
Qualifications
We seek a candidate who values diversity, equity and inclusion in all that they do. Candidates must have strong organizational skills and a proven ability to work collaboratively with partners across campus in support of Hood College’s mission as a student-centered, liberal arts institution.
To perform this job successfully, the individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.
Education and/or Experience
Minimum Requirements/Qualifications
Bachelor’s degree from a four-year college, university, or secretarial science school and three to five years related experience providing support to C-suite executives; or an equivalent combination of education and experience. Knowledge of office practices and procedures. Knowledge of correct grammar, spelling, punctuation, document construction, and editorial enhancement. Ability to detect sensitive situations and respond appropriately. Ability to work independently and use discretion as appropriate in problem-solving situations. Ability to understand, interpret, and apply policies, codes, and other legal requirements. Ability to work collegially with a variety of constituencies and departments. Ability to work in a high-pressure and stressful environment, meeting multiple deadlines while providing high-quality professional service. Ability to present positive manner and to maintain professional effectiveness and demeanor during peak workflow periods. High degree of ethical problem-solving and decision-making skills.
Technology Skills
Maximizes office productivity through proficient use of appropriate software applications including Microsoft Productivity Software such as Word, PowerPoint, Excel; Internet; E- mail applications; and other standard office equipment. Ability to learn new applications quickly including organization-wide information systems and department-specific software applications.
Language Skills
Strong oral and written communication skills. Ability to effectively provide information and positively respond to questions from both external and internal customers both in person and by phone. Ability to write routine reports and correspondence.
Mathematical Skills
Proficient with statistical and financial concepts. Must have the ability to apply those concepts to tracking, projections, goal setting, and interpreting reports. Must be able to draw conclusions from reports and make cost effective decisions regarding programs.
Reasoning Ability
Ability to solve practical problems and deal with a number of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form. Ability to work independently and as a member of a group in developing and executing project plans. Ability to work in the theoretical arena and apply logic as appropriate.
Compensation
This position has an annual starting salary range of $76,500.00 to $85,000.00, depending on circumstances, including an applicant’s skills and qualifications, certain degrees and certifications, prior job experience, training, and other relevant factors. Hood College has provided a compensation range representing its good faith estimate of what the College may pay for the position at the time of posting. The College may ultimately pay more or less than the posted compensation range. Hood College offers excellent benefits, including medical, dental, vision, retirement, paid time off, and tuition benefits. Learn more about Hood College.
To Apply
We invite qualified candidates to apply online via our electronic application, which requires submission of a cover letter, resumé, and three professional references.
If you need assistance with the online application process, please email [email protected] or call (301) 696-3592.
Hood College is committed to diversity in its faculty and staff and subscribes to a policy of hiring only individuals legally eligible to work in the United States. EOE/AAP/M/F/Vet/Disability Employer
Hood College does not discriminate on the basis of sex, race, color, national origin, sexual orientation, gender identity or gender expression, marital status, pregnancy, disability, religion, or age in recruitment, admission and access to, or treatment, or employment in its programs, services, benefits, or activities as required by applicable laws including Title IX of the Educational Amendments of 1972 and Section 504 of the Rehabilitation Act of 1973, and complies with the law regarding reasonable accommodation for disabled applicants and students. Inquiries about discrimination or reasonable accommodation should be referred to the Title IX and Section 504 Coordinator at Alumnae Hall, 401 Rosemont Avenue, Frederick, MD. 21701 (AD 312), (301) 696-3592. For complete information on Hood College’s nondiscrimination policy, please visit http://www.hood.edu/non-discrimination/.
Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.
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Title: Administrative Coordinator II – Radiology – Biophotonics Research Center
Company: Washington University in St Louis
Location: Saint Louis, MO
