Scheduled Hours

40

Position Summary

The Administrative Assistant will provide day-to-day administrative and clerical support to faculty, staff, and program leaders within the School of Medicine. Responsibilities include managing calendars, scheduling meetings, coordinating travel and events, and preparing documents, reports, and presentations. The role will also handle phone and email communication, greet visitors, maintain records and files, and support data entry and basic office bookkeeping tasks. Manages administrative and financial activities of the WUSM Radioactive Drug Research Committee (RDRC), reporting to the Committee Chairman. Coordinates monthly meetings, prepares agenda and minutes, screens incoming protocol documents; prepares correspondence. Monitors and processes protocol documentation for new projects, continuing reviews, modifications, and closures; selects and prepares documents for RDRC Chairman review. Coordinates closely with and provides approval data to the HRPO and Radiation Safety offices. Processes and tracks annual recertifications and quarterly progress reports. Maintains RDRC database. Coordinates preparation and submission of annual report to FDA for federally-regulated protocols. Monitors RDRC expense account and payroll sourcing. Prepares RDRC annual budget for submission to Dean, as approved by RDRC Chair.

The Administrative Assistant will collaborate with various departments to ensure smooth office operations and timely completion of administrative processes. This is a full-time, hybrid role based in St. Louis, MO, with a combination of on-campus and work-from-home days as determined by department needs.

Job Description

• Provides administrative assistance to the department. Performs all job functions such as scheduling meetings, composing a variety of materials, including confidential reports and correspondence, managing files; taking phone messages and handling those deemed appropriate, researching topics as needed.
• Coordinates and develops data using institutional knowledge of department and university content for special reports/projects; events on either university cycles or upon manager’s request; prepares agendas, travel plans, documents, and transcription related to meetings and/or conferences; writes summaries and reports.
• Assists in preparing contracts, presentations and legal documents. Creates and prepares PowerPoint reports, Excel financial worksheets and contracts.
• Plans, coordinates, and manages events and programming for the department.
• Receives and screens telephone calls, answers specific questions and takes accurate messages. Responds to and resolves administrative problems, tasks, questions and inquiries on behalf of the department.
• Maintains administrative files for the department. Assists with special ongoing at the request of supervisor or as they arise.
• Performs other duties as assigned.

Working Conditions:
Job Location/Working Conditions

• Normal office environment
• Ability to travel to various on- and off-campus locations

Physical Effort

• Typically working at desk or table
• Repetitive wrist, hand or finger movement
• Occasional lifting (25 lbs or less)

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/Professional Licenses:

No specific certification/professional license is required for this position.

Work Experience:

Relevant Experience (3 Years)

Skills:

Not Applicable

Driver's License:

A driver's license is not required for this position.

More About This Job

WashU Medicine Mallinckrodt Institute of Radiology (MIR) is a globally recognized center of imaging excellence and the academic radiology department at Washington University School of Medicine in St. Louis.
This position will be housed in the Division of Nuclear Medicine supporting the Senior Vice Chair and Division Director. This individual will need to be highly organized and capable of working independently.

The successful candidate will have:

• Strong administrative and clerical skills, including Administrative Assistance and Clerical Skills for scheduling, filing, document preparation, and data entry.
• Professional communication abilities, including clear written and verbal Communication skills for interacting with faculty, staff, students, and external partners.
• Proficient Phone Etiquette for handling calls, routing inquiries, and providing courteous, timely information.
• Experience with Executive Administrative Assistance or supporting leaders, including calendar management, meeting coordination, and handling confidential information.
• Proficiency with office software (e.g., Microsoft Office or similar tools), email, and virtual meeting platforms.
• Strong organizational skills, attention to detail, and the ability to manage multiple priorities and deadlines.
• Ability to work effectively in a hybrid environment, both independently and as part of a diverse team.
• High school diploma or equivalent required; some college coursework or an associate degree in a related field is preferred.
• Prior experience in an academic, healthcare, or research environment is beneficial.

Preferred Qualifications

Education:

No additional education unless stated elsewhere in the job posting.

Certifications/Professional Licenses:

No additional certification/professional licenses unless stated elsewhere in the job posting.

Work Experience:

No additional work experience unless stated elsewhere in the job posting.

Skills:

Adaptability, Collaboration, Communication, 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 Prioritization

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. 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.