Washington University is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity or expression, national origin, genetic information, disability, or protected veteran status.
The Coordinator of Special Events primarily reports to the Senior Associate Director of Special Events. Primary duties are assisting with the organization, coordination, and planning of Advancement events.
PRIMARY DUTIES AND RESPONSIBILITIES:
Support efforts in development, preparation, and coordination of professorship, director and chair installations for the university. Lead scheduling efforts, order medallion materials, communicate with the advancement teams planning the events, and act as a planning resource for these teams, assisting with seating, printed materials, and organizing regular roundtable meetings.
Provide assistance to the Senior and Associate Directors of Special Events with various event planning related activities, including but not limited to contract negotiations, reserving event space, 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.
Coordinate Advancement logistics efforts for the Chancellor’s Luxury Cardinals Suite at Busch Stadium 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.
Coordinate internal Advancement events, including overseeing and planning staff retirement parties, staff welcome events, memorial services, holiday parties, senior staff team retreats, Advancement & Public Affairs 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 (MyEmma). 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 ADIS updates.
Perform other duties as assigned.
High school diploma or equivalent high school certification plus three years of work experience, or an equivalent combination of education and experience.
Demonstrated strength in organizational and project management skills.
Familiarity with and appreciation for the mission of Advancement Programs and the activities of the department.
Desire to play a meaningful role in the University’s community and to share in the community’s commitment to education and research.
Outstanding oral and written communication skills.
Ability to work successfully with administration, faculty, alumni, parents and volunteers as appropriate.
Ability to listen carefully, learn quickly, and work effectively in a complex organization.
Exceptional interpersonal skills.
Demonstrated ability to build and maintain relationships.
Ability to prioritize and multi-task effectively.
Desire and ability to work collaboratively with colleagues across development offices, as well as independently.
Ability to stay task-oriented without supervision.
Honesty, integrity, and enthusiasm.
Very strong work ethic, supported by commitment and follow-through.
Knowledge of and proficiency with computer software (Microsoft Word, Excel, Outlook, PowerPoint, FileMaker Pro) and standard office equipment.
Experience with event planning.
Experience with email building software and/or graphic design.
The hiring range for this position is $19.18 - $20.51 per hour.
This position is full-time and works approximately 37.5 hours per week.
All external candidates receiving an offer for employment will be required to submit to pre-employment screening for this position. Current employees applying for a new position within the university may be subject to this requirement. The screenings will include a criminal background check and, as applicable for the position, other background checks, drug screen, 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.
Internal Applicant Instruction:
Please attach a copy of your most current signed performance evaluation (completed within the last 18 months) to your online account. If you have not received a performance evaluation, you may provide two current signed letters of recommendation (written within the last 18 months), preferably to include one letter from either a current or recent former supervisor. To attach these documents, go to: My Career Tools, Add Attachment, Attachment Type – Performance Reviews or Letters of Recommendation.
Department Name/Job Location:
This position is in the Department of University Advancement. This position is for the Danforth Campus.
Washington University in St. Louis, a medium-sized, independent university, is dedicated to challenging its faculty and students alike to seek new knowledge and greater understanding of an ever-changing, multicultural world. The University offers more than 90 programs and almost 1,500 courses leading to bachelor's, master's and doctoral degrees in a broad spectrum of traditional and interdisciplinary fields, with additional opportunities for minor concentrations and individualized programs. The faculty is composed of scholars, scientists, artists and members of the learned professions. They serve society by teaching; by adding to the store of human art, creativity, understanding, and wisdom; and by providing direct services, such as health care.