Scheduled Hours

37.5

Position Summary

The Coordinator provides high-level administrative, operational, and project support to the Assistant Vice Chancellor within University Advancement and, as needed, to the three Executive Directors who report to the Assistant Vice Chancellor.

This position is responsible for managing and coordinating calendars, meetings, communications, data, and workflows to ensure smooth and efficient operations. The Coordinator prepares activity reports on behalf of the Assistant Vice Chancellor, tracks and reports on departmental metrics, and manages special projects as assigned. By maintaining accurate information, supporting strategic initiatives, and facilitating timely decision-making, the Coordinator plays a critical role in advancing goals related to corporate and foundation giving and engagement.
Ultimately, this position helps create a well-organized, responsive, and collaborative environment that allows the Assistant Vice Chancellor and reporting teams to focus on achieving University Advancement objectives.

Job Description

Executive and Administrative Support:

• Provide high-level administrative support to the Assistant Vice Chancellor (AVC), including complex calendar prioritization, inbox triage, and managing competing demands.
• Support three Executive Directors on an as-needed basis with higher-level scheduling and coordination tied to key initiatives and deliverables.
• Coordinate and prepare materials for executive-level meetings (e.g., agendas, briefing documents, talking points, summaries) and ensure appropriate follow-up.
• Plan and coordinate AVC travel and trip logistics, including strategic itineraries and preparation of briefings and collateral materials.
• Handle confidential and sensitive information with discretion and sound judgment.
• Assist the AVC in advancing strategic initiatives by researching background information, organizing input from across University Advancement, and synthesizing information into clear materials.

 

Meetings, Events & Team Coordination: Operational coordination of meetings/events and alignment across the three teams.

• Schedule and coordinate routine and ad hoc meetings.
• Serve as the primary point person for calendar coordination, including within the broader development vertical, resolving conflicts and ensuring key participants are included.
• Support the logistical execution of internal and selected external meetings/events (room/virtual setup, tech needs, catering, room holds, and attendee communication).
• Track and distribute meeting action items and follow-ups for team-level meetings to ensure clarity and accountability.
• Help align team calendars and meeting cadences with institutional priorities and key deadlines.

 

Data, Systems & Metrics Management:

• Help maintain accurate and up-to-date records of corporate and foundation interactions in University Advancement’s Salesforce-based Customer Relationship Management system, ARCH, including drafting activity reports on behalf of the AVC.
• Track and report on metrics in support of the AVC.
• Perform data entry, updates, and quality checks to support reporting accuracy and compliance.
• Generate standard and ad hoc reports to support planning, strategy, and performance review.
• Assist the AVC with tracking and summarizing metrics for the three teams (corporate relations, corporate engagement, foundation relations).
• Conduct basic data analysis to identify trends and inform decisions.

 

Project Coordination & Strategic Initiatives:

• Coordinate special projects from inception through completion, including timelines, task tracking, and communication with stakeholders.
• Participate in internal strategy meetings focused on increasing corporate giving, corporate engagement, and foundation giving, documenting decisions and next steps.
• Work across University Advancement to assemble, consolidate, and organize collateral materials for projects, campaigns, and leadership presentations.
• Monitor project progress, flag risks or delays, and help ensure timely completion of deliverables.

 

Communications, Stakeholder Relations & Internal Presence:

• Serve as a key point of contact for internal and external stakeholders, routing inquiries and ensuring timely, professional responses.
• Coordinate workflows and communication across departments that report to the AVC, helping keep stakeholders informed and aligned.
• Draft and edit internal communications (e.g., updates, summaries, announcements) as requested.

 

Team Culture, Engagement & Process Improvement:

• Serve as a point person for morale-boosting ideas and initiatives across the three teams, proposing activities and gathering feedback.
• Implement approved engagement and recognition activities, managing logistics and communication.
• Identify opportunities to streamline administrative processes, improve workflows, and enhance efficiency.
• Participate in training and professional development related to systems, tools, and best practices.

 

Perform other duties as assigned.

Working Conditions:
Job Location/Working Conditions

• Normal office environment

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 Qualification:

• Proficiency with databases, spreadsheets, and basic reporting.
• Prior experience in a university or higher education environment.
• Clear interest in building a long-term, career-level commitment to this type of role.
• Warm, collegial presence demonstrating kindness, compassion, and a positive approach to working with others.
• Ability to understand and work in a large, complex organization with its established processes.

This position is located in St. Louis, MO and the targeted hiring range for this position is $21.17 - $24.50 per hour.

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:

Adaptability, Business Interactions, Collaboration, Communication, Confidentiality, Customer Service, Database Software, Databasing, Deadline Management, Detail-Oriented, Highly Developed Interpersonal, Interpersonal Interactions, Microsoft Office, Optimism, Professional Etiquette, Proofreading, Qualtrics, Social Interaction, Sound Judgment, Task Organization, Team Collaboration, Time Management, Workload Prioritization

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

Personal

• Up to 22 days of vacation, 10 recognized holidays, and sick time.

• Competitive health insurance packages with priority appointments and lower copays/coinsurance.

• Take advantage of our free Metro transit U-Pass for eligible employees.

• WashU provides eligible employees with a defined contribution (403(b)) Retirement Savings Plan, which combines employee contributions and university contributions starting at 7%.

Wellness

• Wellness challenges, annual health screenings, mental health resources, mindfulness programs and courses, employee assistance program (EAP), financial resources, access to dietitians, and more!

Family

• We offer 4 weeks of caregiver leave to bond with your new child. Family care resources are also available for your continued childcare needs. Need adult care? We’ve got you covered.

• WashU covers the cost of tuition for you and your family, including dependent undergraduate-level college tuition up to 100% at WashU and 40% elsewhere after seven years with us.

For policies, detailed benefits, and eligibility, please visit: https://hr.wustl.edu/benefits/

EEO Statement

Washington University in St. Louis is committed to the principles and practices of equal employment opportunity. 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, citizenship (where prohibited by federal law), age, religion, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or genetic information.