Washington University in St. Louis
Executive Secretary (Hybrid) - Ophthalmology
Washington University in St. Louis, Saint Louis, Missouri, United States, 63146
Executive Secretary (Hybrid) - Ophthalmology
Position Summary
Provides administrative/secretarial support to a position such as Assistant Dean or Associate Dean. Responds to questions/inquiries according to pre‑established policy and procedure.
Scheduled Hours 40 hours per week
Primary Duties & Responsibilities
Coordinates programs such as lecture series, campus tours, retreats, special fairs, etc.
Schedules and maintains appointment, lecture and meeting schedules.
Maintains confidential administrative and correspondence files.
Prepares correspondence, materials for meetings and presentations, takes minutes and transcribes material as requested.
Coordinates travel arrangements including lodging, visas, passports, expense reports, reimbursements and honoraria.
Answers phone, takes messages and screens calls providing information in accordance with organizational policy.
Replies to mail by drafting memos, letters, correspondence, etc.
Assists with grant/report preparation and presentation.
Assists secretarial staff during vacations/illnesses.
Assists with coordination and reports for ROP arrangements.
Maintains divisional calendars and call schedules.
Other office duties as required.
Working Conditions
Normal office environment.
Typically sitting at desk or table.
Repetitive wrist, hand or finger movement.
Use of office equipment.
Education and Training High school diploma or equivalent, or combination of education and/or experience.
Certifications / Professional Licenses No specific certification or professional license is required.
Work Experience Secretarial experience: 3 years; College or Secretarial Training: 2 years.
Skills Not applicable.
Driver's License A driver's license is not required.
Preferred Qualifications
No additional education unless stated elsewhere.
No additional certification or professional license unless stated elsewhere.
No additional work experience unless stated elsewhere.
Interpersonal communication, office equipment, oral communication, organizational savvy, prioritization, workplace diversity, written communication.
Grade G08‑H
Salary Range $21.17 – $32.85 per hour
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.
Free Metro transit U‑Pass for eligible employees.
Defined contribution (403(b)) retirement savings plan with starting contributions of 7%.
Wellness
Wellness challenges, annual health screenings, mental health resources, mindfulness programs, employee assistance program, financial resources, access to dietitians.
Family
4 weeks caregiver leave to bond with a new child; additional family care resources available.
Tuition coverage for employees and families, including full coverage up to 100% at WashU and 40% elsewhere after seven years.
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.
Seniority Level Entry level
Employment Type Full‑time
Job Function Administrative
Industry Higher Education
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Scheduled Hours 40 hours per week
Primary Duties & Responsibilities
Coordinates programs such as lecture series, campus tours, retreats, special fairs, etc.
Schedules and maintains appointment, lecture and meeting schedules.
Maintains confidential administrative and correspondence files.
Prepares correspondence, materials for meetings and presentations, takes minutes and transcribes material as requested.
Coordinates travel arrangements including lodging, visas, passports, expense reports, reimbursements and honoraria.
Answers phone, takes messages and screens calls providing information in accordance with organizational policy.
Replies to mail by drafting memos, letters, correspondence, etc.
Assists with grant/report preparation and presentation.
Assists secretarial staff during vacations/illnesses.
Assists with coordination and reports for ROP arrangements.
Maintains divisional calendars and call schedules.
Other office duties as required.
Working Conditions
Normal office environment.
Typically sitting at desk or table.
Repetitive wrist, hand or finger movement.
Use of office equipment.
Education and Training High school diploma or equivalent, or combination of education and/or experience.
Certifications / Professional Licenses No specific certification or professional license is required.
Work Experience Secretarial experience: 3 years; College or Secretarial Training: 2 years.
Skills Not applicable.
Driver's License A driver's license is not required.
Preferred Qualifications
No additional education unless stated elsewhere.
No additional certification or professional license unless stated elsewhere.
No additional work experience unless stated elsewhere.
Interpersonal communication, office equipment, oral communication, organizational savvy, prioritization, workplace diversity, written communication.
Grade G08‑H
Salary Range $21.17 – $32.85 per hour
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.
Free Metro transit U‑Pass for eligible employees.
Defined contribution (403(b)) retirement savings plan with starting contributions of 7%.
Wellness
Wellness challenges, annual health screenings, mental health resources, mindfulness programs, employee assistance program, financial resources, access to dietitians.
Family
4 weeks caregiver leave to bond with a new child; additional family care resources available.
Tuition coverage for employees and families, including full coverage up to 100% at WashU and 40% elsewhere after seven years.
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.
Seniority Level Entry level
Employment Type Full‑time
Job Function Administrative
Industry Higher Education
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