Location

SAINT LOUIS, MO 63105

Scheduled Hours

37.5

Position Summary

Reports to Director of Medical & University Events. The role of the Coordinator is to assist with planning and implementing special events and ceremonies in St. Louis designed to cultivate, maintain and strengthen student, alumni, parent and friend ties to the University. The role assists with University-wide and School of Medicine specific events. Assist with coordination of Cardinals,’ Blues,’ St. Louis City Football Club’s and other ventures’ ticketing.

Job Description

• Assist the Director of Medical & University Events & Event Mangers of Medical & University Events team with various event planning related activities including but not limited to contract negotiations, manage event space reservations, creating invitations, overseeing data for invitation lists, coordinating and supervising mail house projects, creating timelines, establishing logistical plans, securing speakers, creating seating plans, and assisting with talking points. Track event invoicing and facilitate payments. Also serve as an on-site event lead.
• Coordinate Advancement logistics efforts for the Chancellor’s Luxury Cardinals Suite at Busch Stadium, Blues VIP tickets and the St. Louis Major League Soccer Games, including but not limited to collecting prospect names, scheduling games, organizing food and beverage orders, acting as main university contact for advancement with the stadium, and managing attendance reports. One-off ticketing events additionally assigned, such as NASCAR events.
• Support coordination of internal Advancement events, including overseeing and planning staff retirement parties, staff welcome events, memorial services, holiday parties, senior staff team retreats, staff luncheons, internal staff motivation program events, and serving on the staff recognition committees.
• Using in-house and external resources to develop broadcast email (e-blast) communications using Advancement preferred email software (MarketingCloud). Create and manage event templates for use across department, and act as resource for creation and distribution of broadcast email. Manage and distribute invitation lists used for emails, including unsubscribe notifications and ARCH updates.
• Work closely with the Director of St. Louis Special Events and Ceremonies to ensure that protocols and standards are met. Other duties as assigned.

Working Conditions:
Job Location/Working Conditions

• Normal office environment
• Ability to travel to various on- and off-campus locations
• May require overtime and ability to work nights and/or weekends

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 (5 Years)

Skills:

Not Applicable

Driver's License:

A driver's license is not required for this position.

More About This Job

Preferred Qualifications

Education:

Bachelor's degree

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:

Communication, Complex Systems, Detail-Oriented, Effective Listening, Email Software, Event Planning, Graphic Design, High-Integrity, Interact with All Levels of Management, Interpersonal Communication, Learning Quickly, Microsoft Office, Multicultural Environments, Multitasking, Organizing, Project Management, Relationship Building, Team Player, Working Independently

Grade

G09-H

Salary Range

$23.37 - $36.19 / 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.