Administrative Coordinator III (Hybrid) - Emergency Medicine

Administrative Support Coordinator

Provides administrative support to the Vice Chair of Clinical Research, Department of Emergency Medicine Leadership, and Faculty within the Department Research Section to support the department's research mission. Works closely with the Vice Chair of Clinical Research to align business needs in coordination with department leadership to meet strategic goals.

Primary Duties & Responsibilities:

• Handles confidential or sensitive information; drafts and finalizes letters, email messages and other communications.
• Manages V-Chair Research/Director of ECRC and other faculty Outlook calendar and schedules meetings on their behalf.
• Plans and coordinates meetings and events including all details associated with event; negotiates with vendors; oversees, troubleshoots and resolves special situations that arise during event.
• Coordinates series of meetings that involve contacting presenters, securing project reviewers, creating series of zoom meetings, collecting documents and reporting specific information per instruction of Director or lead PI.
• Works with Marketing/Social Media Coordinator to maintain departments research related websites.
• Initiates, writes, creates and edits/reviews various communications such as department event schedules, marketing materials, departmental information, program literature and mailings.
• Prepares and updates SciENcv Biosketch, SciENcv Other Support and other documents as requested.
• Assists with various forms and websites regarding needs of the PI. (e.g., Material Transfer Agreement online portal, membership renewals, etc.).
• Arranges domestic and foreign travel for faculty/guests and completes travel reports for PI's and guest speakers (includes collecting receipts, proof of payment, etc.).
• Coordinates special projects as assigned by the Research Director and Research Faculty and/or administrative leadership.

Administrative Coordinator of the EMERGE Summer Research Program:

• Updates and maintains website.
• Distributes opportunity and application information via email and social media.
• Monitors the dedicated email inbox.
• Receives/organizes applications.
• Communicates logistics to successful applicants.
• Arranges housing for the EMERGE students.
• Arranges and sets up luncheon seminars and end of program symposium.
• Other duties as needed for the success of the program.

Onboarding EM Staff New Hires:

• Orders computer hardware.
• Arranges meeting new hire to complete I-9, pick up badge and computer equipment.
• Performs other duties assigned

Working Conditions: Job Location/Working Conditions:

• Normal office environment.
• Ability to travel to various on- and off-campus locations.

Physical Effort:

• Typically working at desk or table.
• Repetitive wrist, hand or finger movement.

Equipment:

• Office equipment.

The above statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all job duties performed by the personnel so classified. Management reserves the right to revise or amend duties at any time.

Required Qualifications:

• Education: High school diploma or equivalent high school certification or combination of education and/or experience.
• Certifications /Professional Licenses : No specific certification/professional license is required for this position.
• Work Experience: Administration And Office Support (5 Years)
• Skills: Not Applicable
• Driver's License: A driver's license is not required for this position.

Preferred Qualifications:

• Education: Bachelor's degree
• Certifications /Professional Licenses : No additional certification/professional licenses unless stated elsewhere in the job posting.
• Work Experience: Relevant Experience (2 Years)
• Skills: Administrative Support, Computer Applications, Interact with All Levels of Management, Interpersonal Communication, Microsoft Office, Office Organization, Office Procedures, Teamwork, Working Independently

Grade: G09-H

Salary Range: $23.37 - $36.19 / 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.

Questions:

For frequently asked questions about the application process, please refer to our External Applicant FAQ.

Accommodation:

If you are unable to use our online application system and would like an accommodation, please email View email address on click.appcast.io or call the dedicated accommodation inquiry number at View phone number on click.appcast.io and leave a voicemail with the nature of your request. All qualified individuals must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship.

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. Take advantage of our free Metro transit U-Pass for eligible employees. 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? We'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:

EEO Statement:

Washington University in St. Louis is committed to the principles and practices of equal employment opportunity. It is the University's policy to provide equal opportunity and access to persons in all job titles without regard to race, ethnicity, color, national origin, citizenship (where prohibited by federal law), age, religion, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or genetic information.