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Job Details

Executive Secretary - Medical Public Affairs - 38845

Company name
Washington University


Saint Louis, MO

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EOE Statement:

Washington University is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity or expression, national origin, genetic information, disability, or protected veteran status.

Job Type/Schedule:

This position is full-time and works approximately 40 hours per week.  

Department Name/Job Location:

This position is in the Department of Medical Public Affairs.  The position is located at the Mid Campus Center.  This position is for the Medical School Campus.

Essential Functions:


The Executive Secretary reports to the Associate Vice Chancellor and Associate Dean for Medical Public Affairs.


Responsible for budgetary functions for the department, including review and process of purchase orders, check requests, travel advancements, travel expense reports,  interdepartmental orders, receipts vouchers, approve web-based invoices for payment, follow-up on all financial document entries, help with year-end closing, and maintain appropriate files for budget and financial transactions

Serve as Circulation Manager for Outlook magazine (including financial document entries)

Schedule, prioritize and maintain daily appointment calendar for Associate Vice Chancellor/Associate Dean and handle all arrangements for meetings

Provide support, when necessary, to the Branding, Signage and Wayfinding Committee by providing meeting materials, room scheduling, and agendas

Prepare reports, conduct studies and analyses and complete research projects as assigned by the Associate Vice Chancellor/Associate Dean, in support of the School of Medicine’s overall public affairs efforts (including special projects for the Executive Vice Chancellor and Dean)

Handle work order requests for plant maintenance, custodial services, telephone, cellular phones, satellite service and office equipment repairs

Serve as departmental space coordinator to ensure the accuracy of the Non-Research Space Data Collection Form recorded in the University’s Space System on behalf of the department

Assist space allocation and relocation decisions from data and phone lines, electrical outlets, and furniture arrangement for smooth transitions, when necessary

Assist with Public Affairs events (i.e. Presidential Debates, Public Affairs Staff Development events) providing assistance prior to, during and after events

Perform other appropriate duties and tasks as assigned by the Associate Vice Chancellor/Associate Dean of Medical Public Affairs, including greeting visitors to the office, providing back-up support during vacations, illnesses and times of high volume

Required Qualifications:

Equivalent of High School diploma with 2 years college or secretarial training. 

3-5 years secretarial experience required.

Preferred Qualifications:

At least three years’ experience in assisting with administration of a public relations office, preferably in the health sciences

Writing and editing skills, with experience in report preparation, copy editing, etc.

Experience in budget management, including analysis, planning and reporting

Ability to work well with the public, faculty, staff, administrators, and the news media

Be computer proficient with knowledge of the University’s AIS system, Word, Excel, and Internet search engines

Ability to handle confidential matters discretely

A solid understanding of and commitment to highest professional public relations standards

A commitment to work within the University's established organizational structure

A commitment to independent higher education in general and to Washington University in particular


-Retirement Savings Plan

-22 vacation days

-8 Paid Holidays

-Sick Time

-Tuition benefits for employee, spouse and dependent children

-Free Metro Link/ Bus pass

-Free Life Insurance

-Health, Dental, Vision

-Health Savings Accounts (HSA)

-Long Term Disability Insurance

-Flex Spending Plan

-Other Benefits

Med School HR website (

Internal Applicant Instruction:

This position is grade G08.

Please attach a copy of your most current signed performance evaluation (completed within the last 18 months) to your online account.  If you have not received a performance evaluation, you may provide two current signed letters of recommendation (written within the last 18 months), preferably to include one letter from either a current or recent former supervisor.   To attach these documents, go to:  My Career Tools, Add Attachment, Attachment Type – Performance Reviews or Letters of Recommendation.

Salary Range:

The hiring range for this position is $18.44 - $23.52 per hour.

Company info

Washington University
Website :

Company Profile
Washington University in St. Louis’ mission is to discover and disseminate knowledge, and protect the freedom of inquiry through research, teaching and learning. Washington University creates an environment to encourage and support an ethos of wide-ranging exploration. Washington University’s faculty and staff strive to enhance the lives and livelihoods of students, the people of the greater St. Louis community, the country and the world.

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