Job Title

Scheduled Hours40Position SummaryProvides comprehensive administrative and operational support for an academic department, with a primary focus on faculty lifecycle activities and department operations. Supports faculty recruitment, appointments, tenure and promotion tracking, and academic events, while also serving as a key administrative partner to departmental leadership.Provides standard administrative coordination duties, manages complex faculty-related data, supports departmental governance processes, coordinates major faculty events, and provides high-level administrative backup to the Executive Assistant to the Chair as needed.Job DescriptionPrimary Duties & Responsibilities: Faculty Affairs & Lifecycle CoordinationCoordinates administrative processes related to faculty recruitment, including search logistics, interview scheduling, candidate materials, and coordination with internal stakeholders.Develops, maintains, and audits faculty tracking systems for tenure, promotion, sabbatical eligibility, contract milestones, and key academic deadlines.Monitors timelines and proactively notify faculty and leadership of upcoming actions, required documentation, and institutional deadlines.Prepares and organizes faculty materials for review committees, department leadership, and external submissions, ensuring accuracy and compliance with institutional policies.Department Operations & GovernanceServes as department committee secretary for assigned committees, including scheduling meetings, preparing agendas, recording minutes, tracking action items, and maintaining official records.Maintains and updates the department's sections for the WashU Medicine Bulletin.Event & Meeting CoordinationOrganizes complex meetings involving faculty, leadership, and external participants (e.g. Faculty Retreat, Whole of Department Meeting), including scheduling, materials preparation, room reservations, and follow-up documentation.Anticipates meeting needs and provides proactive administrative support to ensure efficient and effective outcomes.Leadership & Executive SupportProvides comprehensive administrative and operational support for an academic department, with a primary focus on faculty lifecycle activities and department operations. Supports faculty recruitment, appointments, tenure and promotion tracking, and academic events, while also serving as a key administrative partner to departmental leadership.Provides standard administrative coordination duties, manages complex faculty-related data, supports departmental governance processes, coordinates major faculty events, and provides high-level administrative backup to the Executive Assistant to the Chair as needed. Data Management, Reporting & Process ImprovementMaintains accurate electronic and paper records related to faculty affairs, appointments, and department operations.Administers departmental surveys electronically, including survey distribution, basic analysis, and documentation.Generates reports, summaries, and status updates for leadership related to faculty metrics, timelines, and operational needs.Identifies opportunities to improve administrative workflows, tracking tools, and documentation processes; assist with implementation of updated procedures.General Administrative Acts as a central point of contact for faculty administrative questions related to appointments, timelines, and department processes.Collaborates with other administrative staff to ensure consistent coverage and shared knowledge across the department.Provides cross-functional administrative support as needed to maintain smooth daily operations.Performs other duties as assigned.Working Conditions:Job Location/Working ConditionsNormal office environmentAbility to travel to various on- and off-campus locationsPhysical EffortTypically working at desk or tableRepetitive wrist, hand or finger movementOccasional lifting (25 lbs or less)EquipmentOffice equipmentThe 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 QualificationsEducation: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 ApplicableDriver's License:A driver's license is not required for this position.More About This JobWashU seeks highly motivated individuals who are able to perform duties in a manner consistent with our core mission and guiding principles.Preferred QualificationsEducation:Bachelor's degreeCertifications/Professional Licenses:No additional certification/professional licenses unless stated elsewhere in the job posting.Work Experience:Administrative (4 Years)Skills:Academic Administration, Academic Support, Adaptability, Computer Literacy, Confidentiality, Financial Systems, Human Resources (HR) Software Systems, Independent Decision-Making, Interpersonal Communication, Learning Quickly, Microsoft Excel, Microsoft PowerPoint, Microsoft Word, Online Meeting Software, Organizing, Problem Solving, Professional Etiquette, Sound Judgment, Stress Management, Student Information Systems, Teamwork, Working Independently, Workload PrioritizationGradeG08-HSalary Range$21.17 - $32.85 / HourlyThe 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.QuestionsFor frequently asked questions about the application process, please refer to our External Applicant FAQ.AccommodationIf you are unable to use our online application system and would like an accommodation, please email or call the dedicated accommodation inquiry number at 314-935-1149 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 ScreeningAll 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 StatementPersonalUp 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%.WellnessWellness challenges, annual health screenings, mental health resources, mindfulness programs and courses, employee assistance program (EAP), financial resources, access to dietitians, and more!FamilyWe 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: StatementWashington 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.