Administrative Assistant I (Hybrid) - Anesthesiology

Location

SAINT LOUIS, MO 63110



Scheduled Hours

40

Position Summary

The Administrative Assistant provides comprehensive administrative support to the Critical Care Advanced Practice Provider (APP) Program and APP Leadership Team within the Department of Anesthesiology. This position serves as a primary resource for APPs by coordinating administrative processes, maintaining records, supporting recruitment and onboarding, assisting with scheduling and credentialing activities, and ensuring efficient day-to-day operations of the APP program.

This is a hybrid role 1-2 days a week onsite at BJH. Ideal candidate needs to be able to work on a team and independently. High level of accuracy and urgency required at times.

Job Description

• Answer emails, respond to routine inquiries, and direct requests to the appropriate individual.
• Draft, proofread, format, and distribute correspondence, reports, meeting materials, and other documents.
• Maintain electronic and paper filing systems in accordance with departmental policies.
• Receive, and distribute deliveries.
• Schedule meetings, appointments, conference rooms, and virtual meetings for APP leadership.
• Coordinate travel arrangements and prepare travel reimbursements in accordance with University policies.
• Maintain departmental calendars and assist with scheduling recurring meetings.

APP Operations Support:

• Provide administrative support for the daily operations of the Critical Care APP Program.
• Maintain APP contact lists, distribution lists, schedules, and departmental databases.
• Assist with preparation and distribution of APP communications, announcements, and newsletters.
• Coordinate meeting agendas, minutes, and follow-up items for APP leadership meetings.
• Assist with maintenance of APP policies, procedures, and orientation materials.

Recruitment and Onboarding:

• Coordinate interview schedules for APP candidates.
• Communicate with applicants throughout the recruitment process.
• Coordinate orientation schedules with APP Leadership and Division Business partners
• Track completion of onboarding requirements and required documentation.

Credentialing and Compliance:

• Assist with collection and organization of credentialing and privileging documents.
• Coordinate completion of annual compliance requirements.
• Maintain credentialing files and assist with Medical Staff Office requests.

Scheduling Support:

• Assist with maintaining clinical schedules and distribution of schedule updates.
• Track schedule changes, PTO requests, and coverage changes.
• Prepare reports related to staffing and scheduling as requested.

Human Resources Support:

• Liaison to Division’s Business and HR partners to help maintain personnel and payroll information into applicable HR and scheduling systems.
• Assist with employee onboarding and separation paperwork.
• Maintain confidential personnel records.

Data Management and Reporting:

• Maintain departmental databases, spreadsheets, and tracking logs.
• Compile reports related to staffing, education, credentialing, and operational metrics.
• Assist leadership with special projects.

General Office Support:

• Maintain office equipment and coordinate service requests.
• Monitor office supply inventory.
• Maintain departmental directories and contact information.
• Update departmental webpages and electronic resources as assigned.
• Coordinate food and beverage orders for meetings, interviews and departmental events, including setup, delivery coordination, and expense reconciliation.

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:

Administration And Office Support (1 Year)

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:

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:

Administrative (3 Years)

Skills:

Adaptability, Communication, Computer Literacy, Detail-Oriented, Interpersonal Communication, Microsoft Access, Microsoft Excel, Microsoft Office, Microsoft Outlook, Microsoft PowerPoint, Microsoft Word, Multitasking, Organizing

Grade

G06-H

Salary Range

$17.87 - $27.06 / 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.