Washington University is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity or expression, national origin, genetic information, disability, or protected veteran status.
This position is full-time and works approximately 37.5 hours per week.
Department Name/Job Location:
This position is in the Department of Vice Provost - Diversity. This position is for the Danforth Campus.
Washington University Office of the Vice Provost for Faculty Advancement and Institutional Diversity is seeking a well-seasoned, Senior Assistant to support the Vice Provost for Faculty Advancement and Institutional Diversity and Assistant Provost for Diversity- STEM Initiatives. The successful candidate has extensive experience managing a broad range of administrative tasks, projects, and events. The Senior Assistant provides proactive, responsive, and effective Senior-level support to the Vice Provost and serves as a central resource for the coordination of the Vice Provost and Assistant Provost administrative needs and directives. This position is responsible for a broad range of high-level administrative duties in support of the mission of the office and must exercise sound judgment in decision-making, have an ability to establish priorities when calendaring meetings and completing work assignments. Must be able to exercise confidentiality, and gain a broad and deep understanding of the university and its culture. The Senior Assistant may also serves as project leader for various strategic initiatives and events sponsored by the Office of the Vice Provost for Faculty Advancement and Institutional Diversity, and collaborates with the Program Coordinator, and other administrative staff to develop and maintain strategies, protocols, and processes for the effective project management and execution.
PRIMARY DUTIES AND RESPONSIBILITIES:
Executive Level Calendaring and Administrative Support
Manages the Vice Provost and Assistant Provost calendar and coordinates the Vice Provosts complex meeting and travel schedule; responsible for priority decisions regarding callers, meetings, and correspondence, and prepares meeting materials and follow-up documents.
Serves as a welcoming representative and internal public relations ambassador for the Office of the Vice Provost-answering or directing inquiries as needed.
Drafts and initiates correspondence on behalf of the Vice Provost; drafts reports and other written materials.
Participates and acts as rapporteur for Office/ Leadership and Committee meetings; responsible for all follow-up action items.
Uses sound judgement in determining priorities to ensure that the Vice Provost is kept on schedule and is appropriately briefed.
Coordinates and plans, in collaboration relevant staff, Vice Provost writing and speaking agenda and related support.
Manages program and project accounts and processes travel arrangements and reports; serves as the Vice Provost’s and Assistant Provost’s delegate in selected systems and reconciles/approves transactions for both and direct reports as needed.
Creates high-level design of PowerPoint presentations and is able to understand and create the proper look and feel for internal or external audiences with advanced, effective, dynamic and well thought out presentations.
Research and create preparatory outlines for Dean’s presentations, including charts, graphs and diagrams as needed.
Stays abreast of news, updates and changes on the campus.
Fact checks presentations prepared for and by others.
Prepares and sends information needed for meetings to attendees.
Prepares daily folders with materials needed for meetings and events for the Vice Provost and Assistant Provost.
Project and Event Management
Assists the Office of the Vice Provost by supporting special and ongoing projects, including data collection and analysis to inform the Vice Provost and Assistant Provost decisions; relationship management; and outreach efforts.
Participates actively in organizational initiatives and projects, by establishing objectives, determining priorities, leading teams, and problem-solving.
Plans, coordinates, and implements special events and targeted division-wide events as assigned.
Provides administrative support for the portfolio of the Assistant Provost and programs and initiatives under the purview of the Assistant Provost.
Engages in conceptual planning and creates related PowerPoint and other presentations, ensuring that they demonstrate a design aesthetic consistent with the University’s identity.
Web Content� and Maintenance Management and Communication
Direct content and daily organization of diversity website.
Manage diversity calendar with the assistance of student interns.
Review and track website analytics.
Draft other elements of University’s communications plan, including messaging for senior administration as directed by the Vice Provost.
Under the direction of the Vice Provost develop, coordinate and implement web strategy in collaboration with campus partners.
Office of the Vice Provost Operations
Supports the creation an office environment that is sensitive and responsive to the needs of the Office's and University's varied constituencies.
Represents the Office to, and interacts with, senior University administrators (including the Chancellor, Provost, Senior Vice Chancellors, Vice Provosts and other members of the Chancellor's and Provost's staff), faculty, academic directors, deans and the general University community and visitors.
Performs additional duties or special projects as assigned or requested.
Develops and maintains content for the website diversity.wustl.edu and monitors crucial university publications to keep vice provost abreast of relevant and sensitive matters.
Manages and trains a cadre of work studies for the Office of the Vice Provost.
Manages communication for the office in consultation with the Vice Provost.
High school degree and three years of related administrative experience.
Proficient knowledge of Microsoft Office products and other commonly used software programs applicable to business operations and in higher education.
Experience creating PowerPoint presentations.
Applicant Special Instructions:
Ability to work nights and weekends.
Must be able to lift 20lbs and be able to walk up and down stairs as several event locations do not have elevator access.
Bachelor’s degree in English, communication, journalism or related field.
Eight years of executive level calendaring support and administrative experience.
Knowledge of Doodle, Google Docs, Survey Monkey and Word Press
Three years’ experience creating professional PowerPoint presentations.
A record of achievement in the area of administrative support.
Demonstrated ability to exercise strict confidentiality.
Demonstrated ability to work collaboratively with others on the team and with other administrative and academic units.
Demonstrated commitment to high professional ethical standards.
Demonstrated high commitment to service excellence, diversity and equity.
Demonstrated ability to independently perform the wide range of tasks associated with this position.
Understands and follows university policies and rules.
Understands importance of honesty, transparency, high integrity and dependability.
Strong interpersonal and customer service skills. Must have the ability to work with a variety of -constituents in a professional manner and be able to respond to a variety of requests from a variety of sources effectively and in a pleasant manner.
Ability to work collaboratively within a shared governance community.
Ability to implement plans to reach organizational goals.
Ability to meet deadlines and complete tasks in a timely manner.
Must be dependable, conscientious, thorough, accurate and reliable with respect to achieving the organization’s goals.
Demonstrates strong organizational skills and attention to detail.
Must be self-sufficient and willing to juggle multiple assignments.
Excellent written and verbal communication skills.
Ability to engage in professional and skillful conversations both online and off.
Strong attention to detail. Excellent spelling, grammar, punctuation and writing skills essential.
Strong organizational skills and ability to multi-task
High level of professionalism and institutional enthusiasm.
Ability to interact with tact and diplomacy and to communicate successfully and effectively with faculty, staff, students, alumni, and external visitors, and others.
Excellent attitude and personality that takes ownership of projects and tasks.
Ability to work independently and to organize and perform complex duties under the pressure of deadlines.
Must be able to establish and maintain excellent working relationships with all campus and external constituencies. Strong interpersonal skills
Must be dependable and conscientious.
Able to handle sensitive communication, maintain confidentiality, exercise discretion, and show good judgment.
Given the fast pace office environment the ideal candidate must be flexible and adaptable when managing daily needs.
The hiring range for this position is $19.18 - $24.47 per hour.
All external candidates receiving an offer for employment will be required to submit to pre-employment screening for this position. Current employees applying for a new position within the university may be subject to this requirement. The screenings will include a criminal background check and, as applicable for the position, other background checks, drug screen, 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.
Please attach a copy of your most current signed performance evaluation (completed within the last 18 months) to your online account. If you have not received a performance evaluation, you may provide two current signed letters of recommendation (written within the last 18 months), preferably to include one letter from either a current or recent former supervisor. To attach these documents, go to: My Career Tools, Add Attachment, Attachment Type – Performance Reviews or Letters of Recommendation.
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.