Coordinator of Special Events - University Advancement

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. Primary Duties & Responsibilities 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. Preferred Qualifications Familiarity with and appreciation for the mission of Advancement and the activities of the department. A desire to play a meaningful role in the University’s community and to share in the community’s commitment to education and research. An ability to work successfully with administration, faculty, alumni, parents and volunteers as appropriate. A desire and ability to work collaboratively with colleagues across development offices, as well as independently. This position is located in St. Louis, MO and the targeted hiring range for this position is $23.37 - $26.00 per hour. 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 View email address on click.appcast.io or call the dedicated accommodation inquiry number at View phone number on click.appcast.io 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. 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. 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