Coordinator of Special Events - University Advancement
Washington University in St. Louis
Location: Clayton, Missouri
Internal Number: JR61886
The Coordinator of Special Events primarily reports to the Senior Associate Director of Special Events.Â Primary duties are assisting with the organization, coordination, and planning of Advancement events.Â
Primary Duties & Responsibilities
Supports efforts in development, preparation, and coordination of professorship, director and chair installations for the university. Leads scheduling efforts, orders medallion materials, communicates with the advancement teams planning the events, and acts as a planning resource for these teams, assisting with seating, printed materials, and organizing regular roundtable meetings.
Provides 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.
Coordinates Advancement logistics efforts for the Chancellorâ™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.
Coordinates 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.
Uses in-house and external resources to develop broadcast email (e-blast) communications using Advancement preferred email software (MyEmma). Creates and manages event templates for use across department, and acts as a resource for creation and distribution of broadcast email. Manages and distributes invitation lists used for emails, including unsubscribe notifications and ADIS updates.
Performs other duties as assigned.
Experience with event planning.
Experience with email building software and/or graphic design.
Demonstrated strength in organizational and project management skills.
Familiarity with and appreciation for the mission of Advancement Programs and the activities of the department.Â
Desire to play a meaningful role in the Universityâ™s community and to share in the communityâ™s commitment to education and research.Â
Outstanding oral and written communication skills.Â
Ability to work successfully with administration, faculty, alumni, parents and volunteers as appropriate. Â
Ability to listen carefully, learn quickly, and work effectively in a complex organization.Â
Exceptional interpersonal skills; demonstrated ability to build and maintain relationships.Â
Ability to prioritize and multi-task effectively.Â
Desire and ability to work collaboratively with colleagues across development offices, as well as independently.Â
Ability to stay task-oriented without supervision.Â
Honesty, integrity, and enthusiasm; a 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.
High school diploma or equivalent high school certification plus three years of work experience, or an equivalent combination of education and experience.
Experience working in a professional office setting.
$19.56 - $30.35 / HourlyThe 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.
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.
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.
Washington University is an equal opportunity and affirmative action employer. All qualified applicants will receive consideration without regard to an individualâ™s sex, race, color, religion, age, disability status, protected veteran status, national or ethnic origin, gender identity or expression, sexual orientation. Women, minorities, protected veterans and the disabled are strongly encouraged to apply.
Washington University is dedicated to building a diverse community of individuals who are committed to contributing to an inclusive environment â“ fostering respect for all and welcoming individuals from diverse backgrounds, experiences and perspectives. Individuals with a commitment to these values are encouraged to apply.
When you are ready to apply, creating an account only takes a minute. Your account creates a candidate home page which we will use to communicate with you and allows you to apply for jobs and view your application statuses. The first page of the application offers two âœQuick Applyâ options. Quick Apply allows you to either use a previous application or create a new application using a resume to populate the work experience and education sections of your job application. If using a resume to populate your application, check to ensure the application fields populated accurately. You may skip the âœQuick Applyâ page by clicking âœNextâ at the bottom of the page. Documents may be uploaded in the My Experience section of the application. You also have the option to apply with a Linkedin feature, which allows you to apply by using your Linkedin profile to populate some of the job application fields.
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.