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.
This position is full-time and works approximately 40 hours per week.
Department Name/Job Location:
This position is in the Department of Molecular Microbiology. This position is for the Medical School Campus.
Position is responsible for the administration of payroll and various personnel-related activities with an awareness of potential impact (including financial) on overall business operations of the Department. Performs administrative duties of a complex and confidential nature in support of senior management.
PRIMARY DUTIES AND RESPONSIBILITIES:
Recruitment of Departmental Personnel
Assists supervisors with all aspects of the recruitment and hiring process, including the completion of all required administrative details in accordance with the department’s precedents and policies.
Assists new employees with completing the appropriate new hire forms, ensuring that the proper documentation is obtained, verified, and entered into HRMS.
Responsible for initial departmental onboarding, required administrative paperwork, acclamation to St. Louis or US when applicable (such as finding housing arrangements or obtaining a social security card), Department orientation, as well as general logistical and administrative issues that include: issuance of keys, locker, ID badges, time & labor overview, and assignment of email and other IT-related needs.
Assists Department Head and Administrative team in the recruitment of new faculty.
Serves as first point of contact for Department personnel - advises and assists all individuals on personnel-related issues (appointments, policies, benefits, etc.).
Inputs (or coordinates with Medical School HR office), processes and audits all payroll transactions for the department, while adhering to established deadlines and verifying back-up documentation meets audit standards for Academic and non-academic personnel for both biweekly and monthly pay cycles.
Plans and prepares for changes in personnel status due to changes in sources.
Administers a wide variety of personnel types that include: faculty, staff, visitors, postdocs, DBBS students, WU undergrads (for credit), WU undergrads (Federal Work Study), WU undergrads (employee roles), and Summer program participants.
Prepares cost-transfers for non-grant related charges.
Administers academic bonus plan and years of service awards for staff.
Maintains personnel and payroll related files for department, including database, electronic or paper systems.
Monitors sick and vacation leave records for staff personnel, and provides notification to supervisor of record of any issues or attendance concerns.
Support of the Department’s Foreign Nationals
Works with all faculty supervisors, foreign nationals, and Office for International Students and Scholars (OISS) to secure initial work authorization.
Responsible for ensuring continuous work authorization in collaboration with our foreign national employees/visitors and OISS.
Functions as Departmental liaison with OISS.
Provides frequent verification or direction for the Department’s international employees and visitors.
Common visas for the Department include J1 (Scholar and Student Intern) and H1B.
Program and Other Departmental Duties
Proposes/drafts/implements new policies when appropriate.
Prepares, distributes, and collects (when necessary) Department reports and regularly required compliance reports and PI verifications.
Maintains database of training grant tables for the Department as a whole and Department faculty.
PAR coordinator for department, ensures accuracy and timely completion of PAR’s reports for quarterly, bi-annual and annual processes.
Department liaison with Office of Postdoctoral Affairs and DBBS.
Oversees Federal Work Study program and students that work for credit, ensuring that guidelines and appropriate documentation is in place.
Other duties as assigned.
High school diploma required. Two to four years of experience in office management, preferably with supervisory and budget management responsibilities. Appropriate education and/or experience may be substituted on equivalent basis.
Bachelor’s degree in a business related field is strongly preferred.
Experience in a medical, research or educational environment preferred.
Experience with HRMS and other University financial systems, graduate student/postdoc payroll activities especially in relationship to grant funding, and experience dealing with foreign nationals and the associated visa-related activities.
Working knowledge of general office equipment, PC, Microsoft Word, Access, and Excel, FIS, grants management and University policies & procedures.
Exceptional communication and organizational skills.
Professional demeanor; must be capable of exercising diplomacy in interactions and maintaining confidentiality.
Must be able to address or resolve issues, while transferring that knowledge forward to minimize reoccurrences of similar situations.
Ability to prioritize multiple tasks and follow through tasks to completion with minimal supervision.
Must have an understanding of grants and contracts, graduate student/postdoc programs, foreign nationals and how they relate to payroll.
The hiring range for this position is $20.77 - $26.46 per hour.
-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 (medschoolhr.wustl.edu)
Internal Applicant Instruction:
This position is grade G09.
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.
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.