Administrative Aide, Graduate School of Arts and Sciences - 25258
Washington University in St. Louis - St. Louis, MO

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Job Type/Schedule

Regular working hours are 9:30 a.m. to 6 p.m. Evening and weekend work would sometimes be required.

Essential Functions

Under the supervision of the center manager, the administrative aide performs duties to keep the center open and functioning. In addition, he/she supports the exciting development and implementation of programmatic activities designed to create a place where graduate and professional students enrolled in the university’s eight graduate schools can meet and interact in a multidisciplinary community setting.

Liberman Graduate Center Operations:
-Maintain daily operations (opening and closing center).
-Schedule and monitor routine maintenance (kitchen, furniture arrangement).
-Act as key contact for maintenance, facilities, vendors (coffee), and office machines.
-Process and track card access, keys, password, and storage access for approved graduate student group leader use.
-Maintain and order Graduate Center supplies
-Monitor supply of informational materials in reception areas. Arrange displays.

Front Desk Duties:
-Act as daily contact (front desk, phone, and online) for inquiries into the Graduate Center, including those for Graduate School staff and graduate student groups.
- Reserve Rooms in The Graduate Center
-Perform administrative tasks such as scheduling, meeting support, reimbursement form processes, and copying.
-Update and maintain communications about events in the center and other university programs of interest to graduate students (event schedule, website, bulletin boards).
-Monitor/oversee use & check-out of Graduate School charge cards (Schnucks, Sam’s Club, Dining Services).
-Track usage for general use; prepare monthly reports based on usage numbers.
-Update & maintain current Graduate Center expenses, including keeping record of all documents related to expenditures
-Maintain/track check-out of Graduate Center equipment

Event Support:
-Scheduling and logistics for events held in Liberman Graduate Center
-Provide assistance for use of center televisions, data projectors, other A/V needs; including training others and troubleshooting problems.
-Track & record event attendance to include in monthly reports based on usage numbers.
-Order/purchase supplies for Graduate Center and graduate student events as needed

Graduate School Administrative Support:
-Provide administrative support for PowerPoint and document preparation (publications) as needed.
-Schedule Graduate School meetings as requested
-Provide support for Graduate School projects, meetings/events as needed

Required Qualifications

High school degree or equivalent. Previous office experience. Proficiency in use of Microsoft Office applications, including Word, PowerPoint, and Excel. Excellent communication and social skills. Experience working with diverse groups.

Preferred Qualifications

Bachelor’s degree. Experience working in a university setting, preferably with graduate and professional students. Ability to work with supervision, independently, and with a team, as well as to manage time and multi-task. Experience with Publisher, website management software, Adobe Acrobat, Adobe Writer, Adobe Photoshop.

Salary Range

$14.14 - $17.67 per hour


-Retirement Savings Plan
-22 vacation days
-8 Paid Holidays
-Sick Time
-Tuition benefits for employee, spouse and dependent children
-Free Metro Link/ Bus pass
-Free Life Insurance
-Health, Dental, Vision
-Health Savings Accounts (HSA)
-Long Term Disability Insurance
-Flex Spending Plan
-Other Benefits

EOE Statement

Washington University in St. Louis is an equal opportunity, affirmative action employer and encourages applications from women, ethnic minorities, veterans, and individuals with disabilities.

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