Administrative Coordinator II (Part-Time) - Sam Fox

Scheduled Hours 22.5 Position Summary The Office Coordinator reports directly to the Director of the Office for Socially Engaged Practice (OSEP) and plays a central role in the effective management and day-to-day operations of the office. This position supports the coordination of student workers, project timelines, and administrative systems that sustain OSEP’s programs, ensuring smooth, consistent, and professional operations across initiatives. The Office Coordinator manages scheduling for the Director and oversees office-wide scheduling, including coordination with student workers, collaborators, and community partners. They coordinate OSEP-led programming for internal and external audiences, including students, faculty, community partners, the public, and off-campus venues. The position also serves as an OSEP representative on several Sam Fox School committees and working groups, contributing to continuity, institutional knowledge, and alignment from year to year. In addition to program and scheduling responsibilities, the Office Coordinator provides essential general operations support, including office administration, process coordination, and logistical planning. They assist the Director with office operations such as end-of-year reporting, basic accounting and expense tracking, purchasing coordination, records management, and maintaining organized project archives. This role also supports communication workflows, onboarding and supervision of student workers, and the development of efficient internal systems that sustain OSEP’s work. Through these combined responsibilities, the Office Coordinator advances the Sam Fox School’s academic mission by strengthening connections with students, faculty, alumni, community partners, and the general public, while ensuring the reliable and professional operation of the Office for Socially Engaged Practice. Job Description Primary Duties & Responsibilities: Office Operations and Administration Provide day-to-day operational support for OSEP, including office coordination, records management, purchasing and expense tracking, basic accounting support, end-of-year reporting assistance, and maintenance of organized project archives and internal systems. Support Director with internal and external grants and office administration including: Liaising with the Sam Fox Business Office on payments associated with OSEP programs. Assist Director with expense reports administration Coordinating grant and award application processes with internal Sam Fox stakeholders. Managing application calendars, timelines, and review committee organization. Pre-drafting grant and award applications, as needed Serving as the first point of contact for applicants. Coordinating purchasing and processing of awards. Assist with record documentation including project, grant, and partnership closeout process Assist with intern and practicum recruitment and application processes Support coordination for the Minor in Creative Practice for Social Change by working with College of Art and Architecture representatives on the course offerings and enrolled students Maintain records and database of OSEP activities, including: projects, courses, partnerships, and programming Programming Management Coordinate and support the planning and execution of OSEP programming in collaboration with OSEP staff. Develop and maintain the OSEP programming schedule Serve as OSEP representative on Sam Fox Comprehensive Calendar committee Oversee administration, logistics, and operations for OSEP programs, which may include conferences, guest lectures, student programming, and special events Serve as primary coordinator for OSEP programming by: Coordinate travel arrangements, itineraries, & honoraria for guests Manage internal Sam Fox administrative processes, including payment coordination with business office Serve as liaison with Sam Fox Communications Office for marketing and promotion Act as the primary point of contact for day-of program operations General Support Assist with coordinating OSEP office meetings Pre-draft memos and correspondence for the Director Assist the Director with scheduling and calendar management Support miscellaneous writing and administrative tasks as needed Manage the general OSEP office suite including mail, signage, and office supplies Coordinate website updates by soliciting content from OSEP staff and sharing updates with the Sam Fox Communications office Participate in regular meetings with OSEP Staff and the Director to ensure communication and support Support the archiving of OSEP projects and programs to preserve institutional knowledge Special Projects/Community Projects Support special initiatives that advance OSEP’s community-engaged mission Assist the Director with community-based projects and off-campus programming as needed Provide administrative and logistical support for new community projects & programs Perform other duties as assigned. Working Conditions: Job Location/Working Conditions Normal office environment Ability and willingness to work occasional evening and weekend hours both on-campus and off-campus in service to community partners and to the institute’s mission Physical Effort Typically sitting at a desk or table 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: Relevant Experience (3 Years) Skills: Not Applicable Driver's License: A driver's license is not required for this position. More About This Job Preferred Qualifications Master’s degree and one year experience working in higher education administration, arts, design, community engagement, or non-profit environment. One year of experience in an administrative, office coordination, or operations support role. Demonstrated experience managing schedules, calendars, and multiple priorities in a fast-paced environment. Experience supporting events, programs, or projects with multiple stakeholders. Basic experience with office operations, including record keeping, purchasing, and administrative processes. Experience coordinating student workers or supporting student-facing programs. Familiarity with basic accounting processes, expense tracking, or budget support. Experience supporting community-engaged, public-facing, or interdisciplinary programs. Excellent writing and copy-editing skills. Ability to manage multiple projects at once; ability to synthesize and prioritize information and projects. Ability to work successfully in a student-centered academic environment. Experience with university database and financial systems, DocuSign, Workday, & Emma. Applicant may submit two (2) writing samples. This is a benefits eligible, part-time approximately 22.5 hours a week position. 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: No additional work experience unless stated elsewhere in the job posting. Skills: Accounting, Adaptability, Adobe InDesign, Budgeting, Communication, Community Organization, Computer Software Applications, Copy Editing, Customer Service, Deadline Management, Detail-Oriented, Educational Institutions, Government Agencies, Interpersonal Communication, Microsoft Office, Nonprofit Organizations, Oral Communications, Organizational Processes, Organizing, Prioritization, Problem Resolution, Project Coordination, Self Motivation, Working Independently, Written Communication 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. 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 [email protected] 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 Washington University in St. Louis is committed to providing a comprehensive and competitive benefits package to our employees. Benefits eligibility is subject to employment status, full-time equivalent (FTE) workload, and weekly standard hours. Please visit our website at https://hr.wustl.edu/benefits/ to view a summary of benefits. EEO Statement Washington University in St. Louis is committed to the principles and practices of equal employment opportunity and especially encourages applications by those from underrepresented groups. 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, age, religion, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or genetic information. 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