Scheduled Hours

40

Position Summary

Position serves as the Executive Secretary to the Associate Dean for Admissions, ensuring quality and meeting deadlines. Assists the Associate Dean for Admissions and Director of Admissions in providing clerical, administrative, and project support to the Office of Admissions. Oversees and/or participates in the coordination, control, and completion of special projects and events. Coordinates multiple Committee on Admissions (COA) meetings and the administrative needs of various subcommittees. Is proficient in Admissions application system. Interacts with COA members, promotes teamwork and performs various administrative duties as needed.

Job Description

• Serves as the Executive Secretary to the Associate Dean for Admissions. Coordinates the day-to-day calendar for the Dean and schedules meetings, including space reservation for the Dean, Director and others in the office.

• Provides support for associated administrative activities, to include making travel arrangements, screening and handling telephone communications, greeting and directing visitors, and dealing with administrative problems and inquiries as appropriate.

• Organizes and facilitates meetings, conferences, and special events as requested; schedules and coordinates dates and times, venues, attendance, agendas, and facilities; takes minutes, and provides administrative support and follow-up on matters arising from meetings.

• Provides administrative support and coordination services to the Director of Admissions and assists with the day-to-day operations of the Admissions Office. The position coordinates the Admissions Office and staff in the absence of the Dean and Director.

• Creates, composes, and edits technical and/or administrative correspondence and documentation; prepares a variety of technical, statistical, financial and narrative reports, letters, memos, and other written correspondence and materials.

• Manages vendor relationships and assists with coordinating activities related to applicant recruitment and interviews including, but not limited to, interview day sessions, tours for medical school admitted applicant visits, and current student Admissions Liaison and Ambassador events.

• Orders office supplies for department and marketing items for medical student recruitment. Order refreshments and beverages for applicant and current student events. 

• Assist director with management of admissions statistics. Attend Steering Meetings, entering voting tally for applicants accepted/rejected into the admissions database. 

• Serve as a liaison to COA members. Manage COA member database. Scheduling new COA member orientations with subcommittee chairs. Compile and distribute admissions information to new members. Schedule COA subcommittee meetings and Steering Meetings. Notify COA members of admissions meetings and the status of applicants they have interviewed. Manage annual COA Dinner. Assist Associate Dean of Admissions and subcommittee chairs in scheduling meetings and notifying members of meetings. 

• Assists with coordinating logistical needs for annual recruitment programs, including Second Look Weekend and Premed Advisors Weekend. Logistical needs include scheduling activities, setting agenda, inviting faculty speakers, scheduling caterers, and processing reimbursements to student hosts, inviting interviewers, reserving rooms and recruiting student panel participants.

• Coordinate logistical needs for annual COA events including the COA Breakfast in the fall and COA Dinner in the spring.

• Assists with mass mailings by coordinating staff and downloading MCAT score data and prospective applicant contact information for mass recruitment mailings.

• Perform various administrative duties for Associate Dean of Admissions as needed.

Working Conditions:

Job Location/Working Conditions

• Normal office environment.

Physical Effort

• Typically sitting at desk or table.

• Repetitive wrist, hand or finger movement.

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:

Secretarial (3 Years), College Or Secretarial Training (2 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:

No additional education beyond what is stated in the Required Qualifications section.

Certifications:

No additional certification beyond what is stated in the Required Qualifications section.

Work Experience:

No additional work experience beyond what is stated in the Required Qualifications section.

Skills:

Interpersonal Communication, Office Equipment, Oral Communications, Organizational Savvy, Prioritization, Workplace Diversity, Written Communication

Grade

G08-H

Salary Range

$21.17 - $32.85 / 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 CandidateQuestions@wustl.edu 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: https://hr.wustl.edu/benefits/

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.