Administrative Coordinator II - Office of Medical Student Education

Scheduled Hours
40

Position Summary
Advances the goals of the Office of Medical Student Education by providing high-quality administrative coordination to teaching faculty, staff, and MD students across the curriculum. Supports day-to-day operations of program units, coordinates logistics for curricular activities and assessments, manages course materials in the learning management system (LMS), and serves as a professional, responsive point of contact for internal and external stakeholders. Strong organization, attention to detail, and the ability to manage multiple priorities in a fast-paced, service-oriented environment.

Job Description

Primary Duties & Responsibilities:

Coordination and Program Support

• Assists OMSE Deans, Director, and Program Managers on education collaborations and cross-functional initiatives; tracks timelines and follows through on action items.
• Serves as a liaison with students, faculty, staff, and other departments on routine operational matters; facilitates meetings and supports problem resolution by routing issues to the appropriate contact.
• Responds to inquiries from faculty, staff, students, and external partners; provides accurate information and routes requests appropriately.

Curriculum and Event Logistics

• Coordinates logistics for student/faculty curricular events and staff meetings, including room reservations, supply and AV needs, and on-site support.
• Assists with scheduling of courses, small-group sessions, lab sessions, and related learning activities; coordinates audience response systems (ARS) and video files as applicable.
• Provides proctoring and logistical support for NBME Shelf Exams in accordance with testing protocols and timelines.

LMS and Course Materials Support

• Maintain online course content within the LMS, ensuring materials, assessments, and announcements are accurate, accessible, and posted according to established schedules.
• Troubleshoot routine LMS issues; escalate complex items to technical support or the manager as appropriate.

Project and Administrative Execution

• Managed delegated projects from initiation to completion, engaging directly with faculty, staff, and students; tracks milestones and ensures timely completion.
• Provides administrative support to OMSE leadership, including calendar coordination, meeting preparation, correspondence, and document editing.
• Prepares and edits correspondence, reports, publications, and assessment materials; compiles survey, courses, and exam data as needed.
• Responds to inquiries from faculty, staff, students, and external partners; provides accurate information and routes requests appropriately.

Operations and Records

• Maintain files and records; perform mailings, photocopying/scanning, and related office tasks; monitor and order office supplies.
• Support routine operational tasks such as maintaining keys/mailboxes, coordinating minor facilities requests, and liaising with vendors on basic service issues.

Team Engagement and Other Duties

• Attendd department meetings, staff meetings, morning huddles, and trainings; contributed updates and followd through on assigned tasks.
• Performd other job-related duties as assigned; provided occasional cross-coverage within OMSE and the Office of Education.

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:
Relevant Experience (3 Years)

Skills:
Not Applicable

Driver's License:
A driver's license is not required for this position.

More About This Job
WashU seeks highly motivated individuals who are able to perform duties in a manner consistent with our core mission and guiding principles.

Preferred Qualifications

Education:
No additional education unless stated elsewhere in the job posting.

Certifications /Professional Licenses :
No additional certification/professional licenses unless stated elsewhere in the job posting.

Work Experience:
No additional work experience unless stated elsewhere in the job posting.

Skills:
Computer Literacy, Confidentiality, Continuous Learning, Customer Service, Deadline Management, Document Preparation, Effective Written Communication, Financial Applications, Interpersonal Interactions, Microsoft Excel, Microsoft Outlook, Microsoft PowerPoint, Microsoft Word, Office Equipment, Oral Communications, Payroll Systems, Professional Judgement, Supervision, Timeline Management, Workday Software

Grade
G08-H

Salary Range
$21.17 - $32.85 / 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.