Scheduled Hours

37.5

Position Summary

The project and event coordinator plans and executes high-level events, working with Advancement, donors, and Washington University faculty. They will provide essential project support in the Dean’s office, managing project activities, ensuring that projects are executed successfully, helping to shape communications about project work, and supporting related activities as needed. The project and event coordinator will also perform various administrative tasks in the office, such as greeting visitors, scheduling complex meetings and travel arrangements, and submitting receipts for reimbursement, among others. This role, which reports primarily to the Administrative Office Supervisor, is part of the Dean’s Office administrative team, which supports critical operations and administrative functions of the school. The team-based approach is based on a philosophy of cross-training and collaborative work that provides seamless support for critical functions in the Office and also facilitates professional development for team members and coverage during vacations and absences.

Job Description

Primary Duties & Responsibilities

Executive Support and Project Coordination

• Supports the smooth functioning of A&S office projects by maintaining and monitoring project plans (developed in conjunction with senior team members), detailing project timelines to meet milestones, ensuring project deadlines are met, checking alignment of project work with stated goals and stakeholder views, managing administrative tasks related to engaging partners, tracking project budgets, and determining risks and issues in the project that may require changes.
• Works with the senior leadership to schedule and organize project meetings.
• Triages incoming calls and requests for senior leadership in the Dean’s office by gathering facts, researching issues, making proactive inquiries, etc. to provide context and knowledge when responding.
• Schedules diverse and complex appointments, meetings, and travel arrangements, including complex itineraries.
• Composes and prepares a variety of materials, including letters, memos, and general correspondence.
• Assists with the coordination of external meetings and events.
• Compiles project data and information in appropriate formats.

Event Coordination

• Plans and executes various high-level events for Arts & Sciences, including professorship installations, symposia, forums, workshops, and large meetings.
• Works with external and internal vendors to reserve locations, catering, A/V and tech support, photography, and décor for events.
• Provides logistical support and preparation for presentations, training, interviews, workshops, and special events that occur on and off-campus (i.e., arranges location, orders food, assembles materials, schedules speakers, sign-in sheets, name badges, parking, etc.). Serves as a point of contact for scheduling classrooms and lecture halls.
• Serves as liaison with the Advancement office for professorship installations, National Council meetings, and other high-level events and assists with Advancement events on occasion.

A&S Dean’s Office Administration and Coordination

• Prepares correspondence and other documents, creates mail merges, and manages electronic and hard copy files.
• Edits, proofreads, and occasionally drafts communications such as memos, event schedules, and mailings.
• Tracks and monitors expenses for the office. Submits receipts for processing, working with accounting representative.
• Coordinates purchase order requests and work order requests. Maintains office supply inventory and coordinates purchase of supplies as needed.
• Maintains/updates contact information, directories, departmental lists, email lists, and databases.
• May be responsible for updating/maintaining routine web pages.
• Acts as a liaison with the Advancement office.
• Performs other duties as assigned.

Preferred Qualifications:

• Five to seven years of experience in higher education or comparable setting.
• Experience in development and documentation of operating and administrative policies and procedures.
• Event management and coordination experience.
• Excellent oral and written communication skills.
• Strong critical thinking, problem-solving and attentiveness to detail.
• Basic knowledge of accounting principles and procedures.
• Organizational skills.
• Ability to anticipate needs and exercise initiative in all aspects of office administration.
• Ability to handle multiple situations with tact maintaining excellent customer service.
• Ability to use discretion and independent judgment, work under pressure and adhere to short deadlines.
• Ability to analyze problems and develop creative solutions in a wide variety of situations.
• Ability to function independently in a professional and confidential manner.
• Independent learner with the highest regard for confidentiality, honesty, and willingness to ask difficult questions.

Required Qualifications

• High school diploma or equivalent high school certification.
• Three years of relevant experience.

Grade

G08-H

Salary Range

$20.15 - $31.26 / 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.

Accommodation

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.

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.

• Want to Live Near Your Work and/or improve your commute? Take advantage of our free Metro transit U-Pass for eligible employees. We also offer a forgivable home loan of up to $12,500 for closing costs and a down payment for homes in eligible neighborhoods.

• 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.

For policies, detailed benefits, and eligibility, please visit: https://hr.wustl.edu/benefits/

EEO/AA 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. 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, age, religion, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or genetic information.

Diversity Statement

Washington University is dedicated to building a diverse community of individuals who are committed to contributing to an inclusive environment – fostering respect for all and welcoming individuals from diverse backgrounds, experiences and perspectives. Individuals with a commitment to these values are encouraged to apply.