WashU IT

Administrative Assistant

• Coordinate staff services, interoffice activities, schedules, programs and related administrative needs
• Prepare and administer reports, minutes, correspondence, lectures and administrative materials
• Maintain departmental policies, procedures, objectives and regulatory records
• Evaluate and recommend purchasing sources
• Assist with telephone problems and work with vendors to establish and verify terms and agreements
• Maintain department keys, locks and mailboxes
• Coordinate ordering and distribution of supplies and resolve material-receipt problems
• Monitor building maintenance, notify maintenance of problems, place work orders and follow up with housekeeping
• Develop budget reports and implement financial monitors, cost transfers and payroll/purchasing processing
• Assist visitors and customers with questions and needs
• Assist with payroll processing and other clerical functions
• May supervise other nonexempt staff
• Perform other duties as assigned

Administrative Coordinator II – Neurology

Associate

• Obtain insurance information and referral forms and counsel patients on financial assistance
• Schedule and register patients by phone or email
• Provide support for moderately complex situations
• Potentially serve as lead Billing Associate by planning, organizing, directing and assisting scheduling team activities
• Coordinate office functions and perform specialized/technical duties with minimal supervision
• Serve as liaison among staff, patients, healthcare professionals and the general public while advocating for patient needs
• Monitor staff performance to ensure quality care and compliance with practice standards
• Monitor appointment scheduling, registration review, pre-arrival processes and documentation
• Triage patient calls, tasks and emails with physicians and appropriate personnel
• Manage providers' schedules, scheduling templates and master schedules
• Coordinate training, interoffice activities, schedules, programs, policy/procedure changes and administrative needs
• Coordinate staff vacations, coverage, timesheets and accruals
• Plan and deliver orientation and staff training/development
• Coordinate ordering and monitoring of supplies, equipment, mail and operational services
• Provide backup staffing during peak times, vacations and illnesses
• Collect patient demographics and insurance registration information
• Prepare custom reports
• Participate in quality improvement activities
• Perform other assigned duties

Billing/Scheduling Associate III – Dermatology

Academic Advisor

• Provide in-depth advising services promoting graduate student success, retention, and degree completion
• Advise graduate students on programs, curriculum, graduate education, and university policies, processes, and procedures
• Assess holistic student needs, provide support, and refer students to appropriate campus partners
• Respond to communications in a timely manner
• Work closely with University partners in the best interest of students
• Organize and maintain student files
• Coordinate incoming and outgoing communications
• Plan student engagement opportunities and events on and off campus
• Represent the department at orientation, commencement, and other events
• Perform other duties as assigned

Academic Advisor – Hybrid

Engineer

• Configure, manage, operationalize, and optimize privacy tools and platforms
• Evaluate privacy safeguards to measure compliance with regulatory mandates
• Partner with stakeholders to classify sensitive data, validate discovery results, report metrics, and recommend data protection improvements
• Coordinate Data Protection Impact Assessments with the Chief Privacy Officer
• Develop related privacy guidelines, processes, and training
• Identify potential privacy risks and report them to the Chief Privacy Officer and Information Security Manager
• Open and track tickets with various IT departments
• Develop data mapping activities and support DSAR and DPIA processes
• Develop, enhance, monitor, assess, and support privacy operations and data protection programs
• Leverage the university’s Data Security Posture Management (DSPM) tool
• Perform other duties as assigned

Privacy Engineer II

Clinical Research

• Review new protocols, protocol amendments, and investigator-initiated concept studies to identify procedures and services and create billing budgets
• Collaborate with study team leads and the PI to distinguish Standard of Care from research procedures
• Distribute information to PI, pharmacy, nursing, lab, imaging, and other departments to ensure accurate study schemas
• Prepare sponsor budgets using internal costs, historical study metrics, and sponsor proposals
• Negotiate and finalize budgets with sponsors
• Facilitate inclusion of budgets in formal research agreements with the University contracts office
• Coordinate with regulatory staff to ensure consent forms identify study-paid versus insurance-billed procedures
• Review final research agreements to ensure contracts and grants reflect agreed budget terms
• Prepare individual study plans for study coordinators and supporting departments
• Coordinate billing and collection activities with study financial billing contacts
• Provide billing plans to University and Hospital research billing compliance offices
• Troubleshoot compliance problems and questions and provide billing plan clarifications, corrections, and updates throughout the study

Clinical Research Financial Coordinator I – Otolaryngology

Facilitator

• Support scientific researchers and students on complex data workflows
• Debug application performance and improve research workflows
• Support researchers and students on complex University operating systems, software installation and maintenance, and hardware
• Collaborate with engineers and developers to identify complex system data, hardware, or software components
• Perform complex security analyses of computing systems to ensure data protection
• Develop multiple complex project plans to provide timely and accurate technical support to research end-users
• Participate in project development and research activities
• Perform other duties as assigned

HPC Research Facilitator III

Executive Assistant

• Transcribe medical documents including physician’s letters, correspondence, nurse’s notes and manuscripts
• Complete electronic medical record requisitions/orders per WashU guidelines when applicable
• Maintain physicians’ daily appointment schedules and calendars
• Schedule meetings, arrange conference calls, reserve catering services, make travel arrangements and complete travel expense reports
• Schedule patient appointments and procedures
• Prepare patient charts, including delivering workups
• Greet visitors, answer telephones, take messages and screen patient inquiries
• Provide routine information to patients according to departmental procedures and policies
• Serve as liaison between patients, physicians and staff
• Assist administrative and clinical staff during peak times, vacations and illnesses
• Retrieve and deliver reports, films and other materials
• Perform other duties as assigned

Medical Secretary III – General Medicine, Geriatrics

• Obtain insurance information, referral forms, and counsel patients on financial assistance over the phone
• Schedule and register patients by phone or email without patient contact
• Communicate with physicians and clinical staff regarding urgent or referred patient scheduling requests
• Collect patient demographics and insurance registration information
• Review and update new-patient schedules
• Call patients with appointment reminders
• Process internal physician referrals for clinical care
• Explain billing processes to patients and staff and answer inquiries from patients and third-party payers
• Assist with basic account maintenance activities
• Assist patients with insurance questions regarding billing
• Send reminder cards and perform other scheduling duties
• Work with Relatient patient reminder system results and contact patients or make scheduling changes
• Make daily edits and temporary changes to provider scheduling templates based on physician input
• Work in a normal office environment, typically sitting at a desk or table with repetitive wrist, hand, or finger movement

Billing/Scheduling Associate II – Neurology

Medical Director

• Administer planning, development, organization and implementation of medical services activities and management systems
• Design and coordinate plans with physicians and management staff to provide efficient, effective medical services
• Implement processes for same-day urgent care and scheduled routine care
• Provide administrative supervision for clinical managers
• Track operating statistics and provide management reports
• Coordinate patient care services with department administrators, the Faculty Practice Plan, School of Medicine departments, Barnes Jewish Hospital and external organizations
• Secure and disseminate legal and reimbursement information to maintain compliance
• Implement tactical and strategic planning processes for changes in services, volume, staffing and exam room utilization
• Oversee organization of professional and support staff
• Analyze clinical operations and recommend and implement changes
• Formulate, implement and evaluate policies and procedures for ambulatory care
• Develop and administer quality improvement programs covering risk management, patient complaints, patient satisfaction and provider satisfaction
• Participate in committees and work groups impacting operations
• Ensure coordination of scheduling, registration, medical records, chart preparation, pre-certification and charge capture
• Draft and administer operating budgets
• Monitor expenses, coordinate purchasing and optimize space utilization
• Prevent lost revenue and increased operational costs
• Implement Patient Financial Services standards and facilitate timely charge capture and complex pharmaceutical billing
• Develop staff programs, conduct performance evaluations and support incentive programs

Clinical Director – Neurology

Lead Generation

• Develop audience-centered acquisition strategies supporting graduate enrollment goals across full-time and part-time programs
• Build understanding of priority audiences, including career goals, motivations, barriers, behaviors, and media habits
• Translate enrollment priorities and audience insights into campaign objectives, value propositions, channel strategies, briefs, and measurement plans
• Lead integrated campaign planning across paid search, paid social, digital advertising, sponsorships, web, content, email, events, and other acquisition channels
• Recommend audiences, channel mix, timing, landing experiences, and investment for initiatives
• Coordinate campaign roadmaps, budgets, production requirements, and agency or vendor assignments
• Direct development and launch of acquisition campaigns with creative, content, web, CRM, recruitment, analytics, media, and agency teams
• Serve as the primary Marketing & Communications partner for lead-generation initiatives
• Create shared visibility into priorities, timing, decisions, and next steps
• Develop briefs, manage timelines and dependencies, maintain brand consistency, and ensure work is completed on time and within budget
• Oversee paid-media and other external acquisition partners and hold them accountable for performance
• Establish campaign goals and evaluate reach, engagement, conversion, cost, lead volume, lead quality, and downstream movement
• Interpret results with Data & Insights, CRM, digital performance, and recruitment partners
• Test audiences, channels, messages, creative, landing pages, and emerging tools
• Optimize active campaigns and recommend future investment
• Facilitate collaboration across teams in Olin’s operating model

Marketing Manager, Lead Generation

Supply Chain

• Coordinate the execution of special projects, anticipate problems, and follow through to resolution
• Work with the department management team to make strategic decisions and manage important initiatives
• Negotiate and maintain contracts for assigned basic services and other projects, ensuring core University requirements are implemented with third parties
• Develop and monitor Basic Services Contractor initiatives, including scholarship, trans pass, entry-level wage, and health care initiatives
• Manage the third-party ombuds program for Basic Services Contractor employees and work with HR on hotline issue resolutions
• Conduct research and analysis on SCM, procurement, contract activity, supplier performance, stakeholder feedback, and operational trends
• Gather, validate, organize, and interpret data to support recommendations, project direction, process improvements, and management decision-making
• Support RFP management by designing competitive frameworks, organizing response data, tracking evaluation inputs, identifying missing information, and preparing comparative summaries
• Assess SCM processes to identify improvement opportunities, efficiency gains, risk areas, and potential cost savings
• Develop and maintain dashboards and recurring reports tracking key metrics across SCM product and service categories
• Own the SCM contract intake process, including timely and accurate processing of all intake requests
• Monitor contract intake volume, cycle times, routing accuracy, backlog, data quality, and other workflow metrics; recommend process improvements
• Serve as the main point of contact and resource center for stakeholders and subject matter experts; develop and deliver training sessions
• Drive communications with university stakeholders
• Develop communications and presentations and keep SCM website content and community-facing collateral accurate and up to date
• Perform other duties as assigned

Contracts Analyst – Supply Chain Management

Operations

• Ensure compliance with university, HR, and federal immigration regulations, data integrity, and documentation requirements
• Collect and arrange visa sponsorship application materials for upload into OISS systems
• Process and manage visa sponsorship transactions and petitions according to internal and federal timelines
• Track employment authorizations and process timely, accurate filings
• Generate and analyze reports using SEVIS, Terra Dotta, Docketwise, and Workday
• Work with international scholars, employees, and university departments to validate application materials
• Oversee workflows, correct errors, conduct audits, and respond to inquiries about international employment status
• Monitor scholar immigration status and manage communications about visa expirations and work authorization renewals
• Serve as Designated School Official (DSO) and Alternate Responsible Officer (ARO)
• Respond to departmental inquiries about visa sponsorship, immigration regulations, and work authorization
• Advise departments and divisions on hiring practices and valid employment status for international employees and scholars
• Assist incoming international scholars, stipend recipients, and employees with relevant policies and procedures
• Collaborate with benefits, payroll, and campus colleagues on international employment and sponsorship matters
• Direct individuals to appropriate university and community resources
• Stay updated on immigration regulations and best practices through ongoing training
• Serve as a member of the Operations Team and provide backup assistance
• Participate in process enhancement initiatives and business process testing
• Perform other duties as assigned

Operations Specialist – International Students and Scholars

Controller

• Reconcile all operational bank accounts at the university, including Off Campus Housing accounts
• Reconcile bank accounts to Workday transactions
• Research discrepancies and resolve them with departments
• Ensure compliance with University policies
• Provide professional service to resolve complex issues
• Recommend updates to policies and procedures
• Manage foreign checks, returned payments, and positive pay exceptions
• Review positive pay for potential fraud and report to management
• Prepare journal entries and ad hoc bank transactions in Workday
• Analyze daily exception reports and complete account reconciliations
• Prepare monthly reviews of credit card activity and analyze fees
• Prepare allocations to charge departments when needed
• Assist with fiscal year-end activities and prepare schedules
• Gather, analyze, and compile information for external and internal auditors
• Complete special projects and other assigned duties

Accountant I – Controller's Office

Software Engineer

• Develop a wide variety of complex computer programs to meet department needs
• Partner with faculty, clinical teams, researchers, and staff to analyze requirements
• Turn complex business, statistical, technical, and scientific problems into working solutions
• Write, detail, and code program instructions
• Prepare flow charts and necessary documentation
• Test and debug programs, tracking down and fixing issues
• Evaluate and resolve software and hardware problems in the department's computing environment
• Perform other duties as assigned

Programmer II – Infectious Diseases

Physician Assistant

• Prepare and maintain exam rooms
• Prepare charts and obtain reports and records
• Assist with patient flow and smooth operation of the clinical office
• Obtain vital signs, conduct EKGs, perform phlebotomy and verify medications
• Schedule tests and prepare exam rooms for office hours
• Assist with examinations, procedures and lab tests
• Assist with renewal and authorization of non-narcotic medications under standing orders and department guidelines
• Administer physician- or nurse-practitioner-ordered medications, including vaccines and intramuscular/subcutaneous injections
• Direct patient flow and assist with special procedures and treatments
• Complete requisitions and route phone messages, patient questions and telephone communications
• Support care coordination by calling patients with test results, scheduling appointments, surgeries, diagnostic procedures and admissions, and monitoring patient contacts and follow-ups
• Complete paperwork and documentation
• Answer basic patient/family questions regarding treatments, diagnoses and procedures
• Monitor supply inventory and ensure regulatory compliance
• Clean and stock exam rooms and sterilize instruments
• Participate in in-services, staff programs, continuing education, cross-training and quality improvement activities
• Perform other duties as assigned