16d ago

Coordinator, Eliot Society Programs - University Advancement

Other

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Quick Summary

Key Responsibilities

Provide logistical oversight to Eliot Society and Leadership special events and engagement opportunities, in St. Louis and regionally.

Requirements Summary

High school diploma or equivalent high school certification or combination of education and/or experience.

Technical Tools

Other

SAINT LOUIS, MO 63105

37.5

Reports to Director of Eliot Society Events. The role of the coordinator is to assist with staffing, planning and implementing special events and ceremonies designed to cultivate, maintain and strengthen student, alumni, parent and friend ties to the University.

When assigned, support for on-site presence during evening events and weekend programming will be required.

Responsibilities

~2 min read

→Provide logistical oversight to Eliot Society and Leadership special events and engagement opportunities, in St. Louis and regionally. Duties may include coordination of logistics such as event timelines, venue scouting, communication and invitation process, reservation management and design, onsite setup, budgeting, catering, audio-visual and technical planning, other vendor arrangements, and post-event evaluation.
→Event Planning Support: Plan and coordinate 2–3 Eliot Society events in partnership with the Director of Eliot Society Events, helping to manage timelines, planning details, and execution from start to finish.
→Logistical Coordination: Coordinate venue logistics, including space setup, event flow, transportation, parking services, and other operational details to ensure a smooth and professional guest experience.
→Budget Tracking: Monitor event budgets closely, track expenses, and maintain accurate records to support responsible financial management for each event.
→Invoice Processing: Process invoices and payments related to event services and vendors in a timely and accurate manner, ensuring proper documentation and follow-through.
→Registration Management: Manage RSVP tracking for events, including updating attendee lists, monitoring responses, and providing accurate attendance information to support event planning and execution.
→Web Platform and Program Management: Maintain and update event websites and registration platforms, including ARCH, Adv Form, Marketing Cloud, and other related systems, to ensure information is accurate and current.
→Event Briefings: Draft clear and detailed event briefings for internal stakeholders, providing key information on event goals, logistics, schedules, and responsibilities to support successful planning and execution.
→Communications Lead: Serve as the primary point of contact for event-related communications, drafting and distributing invitations, reminders, event details, and follow-up messaging to ensure timely, accurate, and consistent outreach to Eliot Society members and Leadership constituents and guests.

Requirements

~1 min read

High school diploma or equivalent high school certification or combination of education and/or experience.

Advanced knowledge of SharePoint, MyEmma, Advancement Form, donor databases and other digital communication tools, and ability to learn other appropriate technology.

Demonstrated ability to build and maintain relationships with alumni and friends of all ages and professions.
Ability to work collaboratively with Advancement colleagues, academic leaders and faculty, students, and volunteers.

Sensitivity to the needs and mission of WashU and understanding of the importance of university relationships with alumni and partners.
Ability to use technology to manage prospect data and programs including strong computer skills.

This position is located in St. Louis, MO and the targeted hiring range for this position is $21.17 - $24.50 per hour.

No specific certification/professional license is required for this position.

No additional certification/professional licenses unless stated elsewhere in the job posting.

Relevant Experience (3 Years) No additional work experience unless stated elsewhere in the job posting.

Not Applicable Active Listening, Adaptability, Adobe Acrobat, Business Interactions, Communication, Database Software, Deadline Management, Detail-Oriented, Event Planning, Highly Developed Interpersonal, Interpersonal Interactions, Learning Quickly, Microsoft Office, Multitasking, Optimism, Professional Etiquette, Salesforce Marketing Cloud, Social Interaction, Sound Judgment, Task Organization, Teamwork and Cooperation, Time Management, Workflow Management, Working Independently, Workload Prioritization

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

About the Role

~1 min read

No additional education unless stated elsewhere in the job posting.

G08-H

$21.17 - $32.85 / 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.

For frequently asked questions about the application process, please refer to our External Applicant FAQ.

If you are unable to use our online application system and would like an accommodation, please email CandidateQuestions@wustl.edu 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.

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.

What We Offer

~1 min read

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 challenges, annual health screenings, mental health resources, mindfulness programs and courses, employee assistance program (EAP), financial resources, access to dietitians, and more!

✓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.

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.