Scheduled Hours
37.5
Position Summary
This role provides direct and embedded support for an academic department/program and the journal Revista de Estudios Hispanicos (REH), while reporting to the Arts & Sciences Academic & Administrative Cluster (AAC). Additionally, the role helps to provide further support for multiple academic units partnering with the AAC. This role will collaborate in a team environment with fellow academic and administrative coordinators as part of the AAC, as well as working with faculty and students in academic units, with the end goal of providing support to enable the journal, teaching, and research endeavors to flourish.
This position is a hybrid position and requires the ability to work both on campus and remotely, as well as flexibility in scheduling to ensure all on-campus duties are met. Ability to work off-campus for event-related purposes.
Job Description
Primary Duties & Responsibilities:
Department Support
• Support department leadership: schedule meetings; coordinate facilities, computing, and housekeeping; receive questions and inquiries; assist with the calendar; assemble tenure and promotion dossiers; organize faculty and postdoc searches.
• Faculty support: provide support for faculty regarding scheduling, travel, and administrative office support; arrange and support faculty meetings.
• General office support: provide clerical support, including preparing general correspondence, receiving visitors, telephone calls, and email requests, scheduling common spaces, maintaining department files and records; order office supplies; maintain required inventories.
• Event planning: plan and coordinate all aspects of special events (seminars, conferences, receptions, ceremonies, guest lectures, etc.), including itineraries, reimbursements, travel arrangements and transportation, accommodations, communications, food service, etc.
• Web/communication: maintain content websites; coordinate newsletters, brochures, and other publications; maintain information in course catalogs and school informational resources (e.g., Bulletin); work with other academic departments and programs to share information and coordinate activities.
• Academic and student support: provide academic and student support, including student and course data management systems, undergraduate and graduate student support, and provide support to directors of undergraduate and graduate study.
Administrative Cluster Support
• Provide backup support as needed for other cluster colleagues.
• Collaborate in a team environment on projects supporting multiple departments/units.
• Attend trainings and job development opportunities as needed.
• Attend university meetings and events as a representative of the cluster and report back to all cluster members regarding relevant information.
Revista de Estudios Hispanicos (REH) Journal Production Support
• Coordinate with General Editor, Book Review Editors, Editorial Assistant, designer, and copy editors during publishing phases.
• Manage communication between copy editors and authors for queries, edits, and final versions.
• Send copyedited articles to authors and track responses.
• Create and maintain Table of Contents with the General Editor.
• Submit Table of Contents and articles to the designer.
• Facilitate communication between designer and production team for proofing and final review.
• Submit final journal to Sheridan Press and Project Muse facilitating any communications or administrative questions.
• Handle inquiries and administrative questions related to production.
Revista de Estudios Hispanicos (REH) Administrative Support
• Administrative support: create and maintain yearly calendar; maintain storage of journals and files; and provide support to REH editorial board.
• Journal distribution: manage subscriber mailing list; works with financial partner to manage payments sent to REH and invoices for REH; distribute REH copies; and post digital copy to Project Muse. Journal copyright: manage journal and new issue copyright process including keeping files and maintain communications with the US Copyright Office.
• Event planning: plan and coordinate all aspects of special events (seminars, conferences, receptions, ceremonies, guest lectures, etc.), including itineraries, reimbursements, travel arrangements and transportation, accommodations, communications, food service, etc.
• Social media and website management: maintain and create posts for REH social media accounts (YouTube, etc.) and REH website, as approved by the General Editor and in accordance with WashU Social Media policies and procedures; and create other publications, announcements, and fliers as requested.
Perform other duties as assigned.
CRITICAL SKILLS AND EXPERTISE:
• Excellent time management and organizational skills.
• Ability to prioritize and multitask.
• Project management.
• Ability to work accurately with numbers.
• Strong interpersonal skills.
• Excellent oral and written communication skills.
• Strong computer skills.
• Ability to work both independently and in a group.
• Punctuality, dependability, and responsiveness.
• Ability and interest to understand the complexities of the academic setting and degree programs.
• Discretion and confidentiality.
• Very comfortable with technology and learning new systems. 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:
No specific certification is required for this position.
Work Experience:
Relevant Experience (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:
Bachelor's degree
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:
Computer Literacy, Interpersonal Communication, Microsoft Access, Microsoft Excel, Microsoft Office, Microsoft Outlook, Microsoft PowerPoint, Microsoft Word, Office Procedures, Oral Communications, Teamwork, Working Independently, Written Communication
Grade
G07-H
Salary Range
$19.29 - $29.91 / 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 or call the dedicated accommodation inquiry number at 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 . click apply for full job details
Date Posted: 30 May 2025
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