Administrative Assistant II - Hospital Medicine

Administrative Operations Coordinator

Provides support for the Administrative Operations of the Division, focusing on Faculty and APP recruitment, including scheduling interviews, arranging travel, and coordinating itineraries. Facilitates onboarding and offboarding of clinical faculty and staff.

Primary Duties & Responsibilities :

• Schedules diverse and complex appointments, meetings and travel arrangements. May prepare complex itineraries.
• Schedules and maintains daily appointment calendars, coordinates meeting details and confirmations. Prepares travel expense reimbursement according to guidelines.
• Provides administrative support to assigned staff. Types and composes a variety of documents, creates mail merges, and manages electronic and hard copy files.
• Receives, sorts and distributes mail. Edits, proofreads and occasionally drafts communications such as newsletters, event schedules, marketing materials, departmental information, program literature and mailings; coordinates the printing, publishing and distribution process.
• Provides logistical support and preparation for presentations, training, interviews, workshops and special events that occur on- and off-campus (i.e. arranges location, orders food, assembles materials, schedules speakers, prepares sign-in sheets and name badges, arranges parking, etc.). Updates training materials, case studies, etc., as needed. Serves as point of contact for scheduling classrooms and lecture halls.
• Tracks and monitors expenses for department. Assists in budget planning. Enters transactions in financial system; may approve transactions and run / review reports. Enters personnel / payroll information in HR system.
• May assist in preparing contract budgets, grant applications, proposals, status reports and financial statements.
• Coordinates purchase order requests and work order requests. Maintains office supply inventory and coordinates purchase of supplies as needed.
• Maintains / updates contact information, directories, departmental lists, email lists and databases. May be responsible for updating / maintaining routine web pages and social networking sites.
• Answers phones, greets and directs visitors and ensures confidentiality of office is maintained at all times.
• Performs other duties as assigned.

Working Conditions :

Physical Effort :

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.

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