Provides oversight and approval for graduate student appointments in HRMS. Provides entry of first-year graduate student records in HRMS, and ensuring departments properly maintain continuing graduate student records. Allocates approximately $14M annually in stipend funding to departmental accounts based on approved student funding. Provides approval of accounting transactions, and the entry and tracking of department allocations.
Primary Duties & Responsibilities
Manages the new hire process for all new hires in the Deanâ™s Office, Marketing/Communications, Engineering IT, and Machine Shop ensuring all required paperwork and data entry approvals are completed timely and accurately.
Enters or approves job postings, job data, compensation, and payroll cost allocation documents in Workday as needed, including review of primary and secondary student, academic and faculty appointments.
Administers and processes biweekly and monthly payroll for several departments, including the Deanâ™s Office.
Serve as a back-up for payroll approval for all other departments within McKelvey Engineering.
Assists McKelvey Engineering academic departments with time punch correction for biweekly employees and students.
Coordinates with the department administrators to prepare and track adjunct letters each semester ensuring that union rules and university policies are addressed.
Establishes and maintains confidential files ensuring immediate and efficient retrieval for all personnel authorized to access data.
The first point of contact to handle facilities related issues for the school, providing excellent customer service and resolution to minimize the issues that require the Directorâ™s attention.Â This includes, but is not limited to; representing McKelvey Engineering with various University Departments (Maintenance, Lock Shop, Housekeeping, delivery personnel,Â Information Services & Technology, Card Access, and others).
Maintaining database of keys and access codes to rooms throughout the School and manage the procurement and distribution of keys.
Handling of warranty issues on School purchases.
Contacts, oversees, reviews & approves vendor proposals for office and collaboration spaces.
Managing billing issues for capital projects with the Facilities Department.
Serving as a resource to the departments within the School for the efficient procurement of goods and services.
Serves as an Emergency Preparedness Coordinator and serve on the McKelvey Emergency Preparedness Committee.
Serves as school lead for annual Space Management survey.
Ongoing reviews of the presentation of the schoolâ™s cleanliness & appearance; condition of furniture, walls, floors, etc.
Provides administrative support to supervisors.
Coordinates, organizes and maintains supervisorsâ™ calendars ensuring efficient and effective use of their time.Â
Responsible for scheduling appointments, meetings, conference rooms, and Zoom links for managers and other team members.
Enters staff membersâ™ requested vacation days to the respective supervisorsâ™ calendar.
Prepares agendas, attends meetings, takes notes, and prepares & distributes meeting minutes as requested.
Anticipates and prepares materials needed by the Supervisors for meetings.Â
Ensures meeting details, confirmations and back-up materials are accounted for.Â
Uses PowerPoint, Excel, Visio, and Adobe Pro to produce slides and charts to be used in presentations.Â
Manages meeting logistics.Â
Researches, gathers data, writes and prepares reports, communications, presentations, letters, memos, and emails for the Supervisors as needed.Â
Initiates, edits, and/or prepares drafts of letters, memos, and other correspondence in advance.
Responsible for project-based tasks as assigned.
Performs other duties as assigned.
Ability to move to on and off-campus locations.
Academic administration experience.
Experience with Washington University systems. Facilities related experience.
The Payroll Coordinator & Finance/Facilities Assistant must be exceedingly well organized, flexible and enjoy the administrative challenges of supporting an office of diverse people and programs.Â
The ability to interact with faculty, staff and students (at all levels) in a fast paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality is crucial to this role.Â
Expert level written and verbal communication skills, strong decision making ability and attention to detail are equally important.Â
Ability to anticipate departmental needs, effectively determine priorities, and act independently.
Thorough knowledge of Microsoft Office Suite:Â Word, Excel, and Power Point.
High school diploma or equivalent high school certification and three years of payroll, accounting or administrative support experience. Proficient user of Microsoft Office, and a strong knowledge of Excel.
$21.60 - $33.45 / HourlyThe 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.
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.
Washington University in St. Louis is committed to providing a comprehensive and competitive benefits package to our employees. Benefits eligibility is subject to employment status, full-time equivalent (FTE) workload, and weekly standard hours. Please visit our website at https://hr.wustl.edu/benefits/ to view a summary of benefits.
Washington University is an equal opportunity and affirmative action employer. All qualified applicants will receive consideration without regard to an individualâ™s sex, race, color, religion, age, disability status, protected veteran status, national or ethnic origin, gender identity or expression, sexual orientation. Women, minorities, protected veterans and the disabled are strongly encouraged to apply.
Washington University is dedicated to building a diverse community of individuals who are committed to contributing to an inclusive environment â“ fostering respect for all and welcoming individuals from diverse backgrounds, experiences and perspectives. Individuals with a commitment to these values are encouraged to apply.
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Washington University in St. Louis, a medium-sized, independent university, is dedicated to challenging its faculty and students alike to seek new knowledge and greater understanding of an ever-changing, multicultural world. The University offers more than 90 programs and almost 1,500 courses leading to bachelor's, master's and doctoral degrees in a broad spectrum of traditional and interdisciplinary fields, with additional opportunities for minor concentrations and individualized programs. The faculty is composed of scholars, scientists, artists and members of the learned professions. They serve society by teaching; by adding to the store of human art, creativity, understanding, and wisdom; and by providing direct services, such as health care.