Events Specialist and Project Coordinator - Office of the Dean of Arts & Sciences

Events Specialist and Project Coordinator - Office of the Dean of Arts & Sciences Join to apply for the Events Specialist and Project Coordinator - Office of the Dean of Arts & Sciences role at Washington University in St. Louis . Position Summary The Office of the Dean of Arts & Sciences seeks a motivated individual with excellent communication and organizational skills and event planning experience who enjoys working in a dynamic and collaborative environment. The Events Specialist and Project Coordinator, reporting to the Manager of Dean’s Office Operations, is part of the Dean’s administrative team that supports critical operations of the office. This position will coordinate, plan, and manage all Dean’s Office events, ranging from small meetings to large, high‑profile events of up to 200 people. The Events Specialist and Project Coordinator will lead the event planning process, working with members of the Dean’s Office to select dates, set event objectives, and develop a communication strategy for events. This role will work closely with vendors and partners both on campus and off. In addition, the Events Specialist and Project Coordinator will provide administrative and project support to the Dean’s Office as needed, working with the administrative support team. This includes, but is not limited to, scheduling meetings, assisting with ad‑hoc projects, office administration, and greeting visitors to the suite. The successful candidate will bring event planning experience, excellent relationship‑building and organizational skills, and strong oral and written communication. Scheduled Hours 37.5 hours per week. Primary Duties & Responsibilities Coordinate and manage all aspects of events for the Dean’s Office. Oversee all logistics: space needs, reservations, applicable safety precautions, parking, vendor management, food, florals, etc. Build relationships with university partners across schools and departments, and with external vendors and attendees. Adhere to established budget, track expenses, and ensure that invoices are submitted on time. Independently facilitate planning meetings with committees, developing agendas and supporting documents. Collaborate with A&S Marketing and Communications to develop communication strategy for events. Assist in the publication and promotion of events, including developing email invitations and flyers. Track metrics for each event, including RSVPs and attendance. After events, review and analyze the planning process and event using surveys and debriefings to determine successes and future improvements. Perform other duties as assigned. A&S Dean’s Office Administrative and Project Support Provide administrative support for various projects, including scheduling, faculty workshops, and meetings. Work with senior leadership to schedule and organize project meetings. Triage incoming requests for senior leadership by gathering facts, researching issues, and providing context and knowledge when responding. Schedule diverse and complex appointments, meetings, itineraries, and travel arrangements. Compose, edit, and proofread a variety of materials. Compile data and information in appropriate formats. Perform other duties as assigned. Working Conditions Requires occasional evening work for events. Ability to travel to on‑ and off‑campus locations as required. Applicant Special Instructions Please submit a cover letter with your application. Education & Qualifications Bachelor’s degree or combination of education and/or experience may substitute for minimum education. Event And/Or Meeting Planning: 2 years. Preferred: Bachelor’s degree, experience working in a higher education setting, administrative support experience. Skills: Adaptability, Budget Control, Complex Systems, Deadline Management, Detail‑Oriented, Guest Service, Interpersonal Communication, Microsoft Office, Multitasking, Optimistic Attitude, Oral Communications, Organizing, Proactive Behavior, Results‑Oriented, Self‑Motivation, Stress Management, Teamwork, Workload Prioritization, Written Communication. No specific certification or professional license is required. Driver's license is not required. Job Details Grade: G09‑H Salary Range: $23.37 – $36.19 per hour. Benefits include vacation, holidays, sick time, health insurance, retirement savings plan, wellness programs, family and care resources, tuition coverage, and more. Questions & Accommodation For frequently asked questions about the application process, refer to the External Applicant FAQ. To request accommodation for the online application, email View email address on click.appcast.io or call View phone number on click.appcast.io. All qualified individuals must be able to perform essential functions, and reasonable accommodations will be made as needed. Pre‑Employment Screening All external candidates receiving an offer will be required to submit to pre‑employment screening, including background checks, drug screens, and verification of employment, education, or licensure. Benefits Statement Up to 22 days of vacation, 10 recognized holidays, and sick time. Competitive health insurance packages, priority appointments, and lower copays/coinsurance. Free Metro transit U‑Pass for eligible employees. Defined contribution (403(b)) Retirement Savings Plan with employee and university contributions starting at 7%. Wellness challenges, annual health screenings, mental health resources, mindfulness programs, employee assistance program, financial resources, and access to dietitians. 4 weeks of caregiver leave and family care resources. Tuition coverage for employees and families. Further details available at . EEO Statement Washington University in St. Louis is committed to the principles and practices of equal employment opportunity and especially encourages applications by those from underrepresented groups. The University’s policy provides equal opportunity and access to all job titles without regard to race, ethnicity, color, national origin, age, religion, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or genetic information. Washington University is dedicated to building a community of individuals who are committed to an inclusive environment and welcomes diverse backgrounds, experiences, and perspectives. #J-18808-Ljbffr Washington University in St. Louis