Administrative Coordinator III - Neurology

Scheduled Hours 40 Position Summary The John L. Trotter MS Center is the nation's leading comprehensive MS center, whose mission is to combat MS and related conditions through patient care, research, and education. The JLT MS Center cares for over 3000 patients with MS. Our clinical research program includes dozens of studies sponsored through the NIH, Department of Defense, National MS Society, and various pharmaceutical companies. Our comprehensive program studies the most relevant and greatest unmet needs. This includes basic lab research, biomarkers, imaging, clinical repositories, clinical trials, and international consortiums. Key research includes causes of MS, diagnosis, prognostication, therapies, imaging, clinical outcomes, socioeconomic factors. Dr. Rob Naismith, Professor of Neurology, directs a clinical research team of over 15, and clinical operations team of 5 individuals. MS faculty include Drs. Anne Cross, Rob Naismith, Greg Wu, Salim Chahin, Matt Brier, and Mysti Harrison. The MS clinical staff includes a nurse practitioner, 2 nurses, a medical assistant, administrative coordinator, and pre-authorization specialist. Job Description Primary Duties & Responsibilities: Working under minimal supervision, the Administrative Coordinator provides high-level administrative support for Dr. Naismith using considerable judgment, tact, creativity and initiative. This position works closely to ensure that project deadlines are met, time and meetings are used efficiently, responses are well-coordinated, and travel is meticulously planned. Ensures most efficient use of Director’s time by anticipating and preparing daily schedule. Schedules, prioritizes and maintains appointment calendar. Assists with emails and preparing tasks. Anticipates and ensures that all meeting details, confirmations, and back-up materials are in order. Provide program/project support for research, administrative and/or academic activities. Coordinate and provide oversight for complex projects. Have advanced and expert familiarity with Microsoft Outlook, OneNote, OneDrive, Box, Zoom, Word, Adobe PDF, Docusign, etc. Also various organizational and productivity methods in common practice. Regularly handle confidential or sensitive information; draft and finalize letters, email messages and other communications. Initiate, write, create and edit/review various communications such as newsletters, event schedules, marketing materials, departmental information, program literature and mailings; use desktop publishing software to lay out document; coordinate the printing, publishing and distribution process. Acts as liaison between the Director and school, university, and community constituents. Greets visitors, receives and screens telephone calls, takes accurate messages, and keeps the Director informed of the identity and nature of calls and visits during his/her absence. Uses discretion in responding on behalf of Director if information is known, and prioritizes call backs. Sorts the Director's incoming mail, prioritizing and responding where appropriate. Composes and/or edits a variety of materials for the Director including letters, memos, contracts, and general correspondence with responsibility for formatting, spelling, grammar, and required attachments. Anticipates and prepares materials needed by the Director for meetings and ensures that materials are filed as appropriate. Responds to requests for Director’s Office statistics and reporting. Keeps accurate records of required Department/School statistics and reports. Assists the Director with scheduling and coordinating travel, including transportation, lodging, dining, conference registration and visa/passport as required. Completes Director’s travel reimbursement documents and travel expense reports in the University’s Financial Information System (FIS) in a timely manner when travel is complete. The coordinator must have advanced skills, experience, and efficiency in arranging travel. Establishes and maintains confidential files in the Director's office, ensuring efficient retrieval for all personnel authorized to access data. Manages logistics, contracts, and expenses for the Director’s Office special events including the annual holiday party, all-school meetings, and special occasion receptions/dinners. Has high level expertise in booking travel including flights, hotels, restaurants, and transfer services. Manages small catering needs for meetings, faculty lunches, etc. Ensures Director’s Office facilities are well maintained, supplied, and in good physical condition. Works with Facilities staff to troubleshoot issues and purchases supplies as needed. Facilitates all visiting faculty and trainee visits. Tracks all expenses and reconcile budget at the end of the fiscal year. Coordinates itineraries and travel arrangements with visiting lecturers and faculty hosts; organizes all aspects of lecture including technical support, receptions, and post-lecture dinners. Works with visiting lecturers, faculty, and student leaders to develop and organize meaningful experiences outside of scheduled lectures. Conducts research, drafts written material, and produces presentation slides and charts for the Director. Prepares thank you letters and cards and gifts for collaborators. Supports department/school-sponsored symposia and conferences. Performs other duties as assigned. Working Conditions: Job Location/Working Conditions Normal office environment Physical Effort Typically setting at a desk or table 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: No specific certification 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. 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: Bachelor's degree Certifications: No additional certification beyond what is stated in the Required Qualifications section. Work Experience: Relevant Experience (2 Years) Skills: Administrative Support Work (Inactive), 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 [email protected] 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 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 and especially encourages applications by those from underrepresented groups. 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, age, religion, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or genetic information. Washington University is dedicated to building a community of individuals who are committed to contributing to an inclusive environment – fostering respect for all and welcoming individuals from diverse backgrounds, experiences and perspectives. Individuals with a commitment to these values are encouraged to apply. Should I consider applying to older job postings? Yes. Due to the unique needs of each search, the selection process may occur at different paces for open positions. Individuals are encouraged to apply to all open positions of interest for which they meet the Required Qualifications. Washington University in St. Louis' collective success is significantly attributed to the passion and outstanding efforts of our community. Our staff, faculty and trainees are committed to excellence and dedicated to carrying out our missions of research, teaching and patient care. WashU prides itself on being a place where people matter, and serious work is done. Our people work together in an inclusive community that celebrates diverse perspectives, collaboration and innovation. We are a community of individuals inspired to work together to develop big ideas and tackle challenging problems. We value the well-being of our people. WashU strives to create a positive employee experience where staff, faculty and trainees thrive, both personally and professionally. Our employees find meaning, connection and vitality in their work and life with a healthy work-life balance and support to learn, grow and make an impact at WashU, the community and the world. Useful Links Who We Are Human Resources Benefits Living in St. Louis Frequently Asked Questions Accommodation If you are unable to use our online application system and would like an accommodation, please email [email protected] or call the dedicated accommodation inquiry number at 314-935-1149 and leave a voicemail with the nature of your request. 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