"Office Manager I - Office of Medical Student Education"

Position Summary

This position provides comprehensive administrative and operational support for the Office of Medical Student Education at WashU's School of Medicine. Serving as the front-facing presence of the unit, this role creates a welcoming environment while ensuring efficient office operations and seamless workflows. The position supports curriculum governance committees, manages schedules and meetings, maintains records and compliance documentation, and serves as a primary point of contact for internal and external stakeholders.

The Office Manager oversees office procedures, facilities, communications, financial processing, and vendor coordination, working closely with unit leadership and the OE business office. Strong organizational skills, attention to detail, and professionalism are essential to supporting the effective delivery and oversight of the medical curriculum.

Job Description

Primary Duties & Responsibilities:

Administrative Support:

• Front face of the suite to greet and direct visitors as needed, triage questions, create a welcoming and inviting atmosphere.
• Oversee office procedures, policies, and processes to ensure efficiency and create seamless workflows.
• Meticulous organization and attention to detail.
• Manage schedules and appointments for Deans and unit administrative projects.
• Organize and maintain files, records, distribution lists, contact lists, and assists with review of unit websites and Bulletin content.
• Primary support for curriculum governance committees including maintaining agenda items, creation of a year-long calendar, scheduling monthly meetings, maintaining curriculum rosters, maintaining current bylaws, receipt and collation of materials, quorum tracking, running the Zoom meetings and voting polls, meticulous organization of materials and meeting minutes.
• Point person for compliance related student activities inclusive of but not limited to policy attestations, basic life support certification, and SAFE module completion.

Facility Management:

• Ensure the office environment is safe, clean, and well-maintained.
• Coordinate office transitions as needed.
• Manage office supplies and inventory.

Communication:

• Act as the primary point of contact for internal and external communications for the unit.
• Communicate with potential hires and schedule recruitment interviews.
• Manage correspondence, mail, and deliveries.
• Organize and coordinate meetings, events and travel.

Financial Duties:

• Process invoices and expense reports.
• Maintain financial records and organization of event planning regarding budget in concurrence with the OE business office.

Vendor Management:

• File contracts with suppliers and service providers.
• Ensure timely delivery and organization of office supplies and services.

Working Conditions:

Job Location/Working Conditions: Normal office environment.
Physical Effort: Typically sitting at desk or table. Repetitive wrist, hand or finger movement.
Equipment: Office equipment.

Required Qualifications

Education:

High school diploma or equivalent high school certification or combination of education and/or experience.

Work Experience:

Supervisory (2 Years)

Skills:

Accounting Processes

Preferred Qualifications

Education:

Bachelor's degree

Work Experience:

Office (5 Years)

Skills:

Analytical Processes, Arithmetic, Customer Interactions, Effective Written Communication, Interact with All Levels of Management, Mathematical Calculations, Microsoft Office, Multitasking, Oral Communications, Sound Judgment, Time Management

Grade

G08-H

Salary Range

$21.17 - $32.85 / 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.