Scheduled Hours

40

Position Summary

Position specializes in project management for a broad range of activities assisting the ICTS Associate Director - Operations in fulfilling the ICTS mission. Assisting with the management of events and symposia, tracking and evaluation activities, and the Clinical and Translational Research Funding Program. This position can be performed primarily remotely if desired, except for key ICTS events such as the symposium which will require in-person attendance.

Job Description

Primary Duties and Responsibilities

ICTS Administrative Core Function Support/Management

• Coordinate annual ICTS Symposium.
• Serve as the lead for the annual ICTS Symposium.
• Position handles planning, invitations, logistics, registration, materials, day-of responsibilities (e.g. food, poster session, breakout groups), and follow-up.

Manage operational processes for annual ICTS pilot funding program

• Coordinate electronic Letter of Intent and proposal submissions, reviewer assignments, study sections, and summary statements to applicants.
• Serve as lead administrative contact for study sections.

Lead planning of annual External Advisory Committee (EAC) meeting

• In collaboration with ICTS leadership and team, develop agenda and timeline for annual EAC meetings.
• Solicit written reports and presentations from function leads.
• Compile, edit, and finalize meeting materials and presentations.
• Manage meeting logistics and handle follow-up as needed.

Manage ICTS Liaison Program membership

• Organize master list of program members.
• Coordinate with Media/Marketing Administrators to publish current member roster on ICTS website and update Liaison list in Mailchimp.
• Assist with development of semi-annual meeting agendas and share Power Point presentations during virtual meetings.

Provide general meeting management/support

• Assist with development of agendas, scheduling, execution of meetings, and preparation of minutes for function and workgroup meetings, as needed.
• Position serves as key contact/resource for office technology (e.g. Zoom).

Support Administrative Core initiatives

• Develop project management plans and coordinate responsibilities to meet project timelines and deliverables.

Assist the Media Marketing team with promotion of ICTS events and resources

• Provide backup support for communications team such as Twitter, Mailchimp, monthly Digest, and website updates.

Other Functions

• Maintain tracking documents of activities noted above under Essential Functions and provide status reports as required.
• Document processes, develop guidelines, and organize efficient storage and access to data for consistent administrative performance.
• Assist with coordination and support of other ICTS/CTSA initiatives, as needed.
• Assist ICTS Executive Secretary with logistics for visits from other institutions such as CTSA Hubs or NCATS. Activities may include contacting visitors, coordinating meetings with WUSTL faculty and staff, agenda creation, and compiling presentations.

Required Qualifications

Equivalent of a bachelor’s degree in business administration or related, with five years related experience.

Grade

G10

Salary Range

$47,300.00 - $78,200.00 / Annually

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.

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.

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/AA 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.

Diversity Statement

Washington University is dedicated to building a diverse community of individuals who are committed to contributing to an inclusive environment – fostering respect for all and welcoming individuals from diverse backgrounds, experiences and perspectives. Individuals with a commitment to these values are encouraged to apply.

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