Scheduled Hours

37.5

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 role, which reports 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 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 for this position will bring event planning experience, excellent relationship-building and organizational skills, and strong oral and written communication.

Job Description

Event Planning and Management

• 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, but not limited to, scheduling, faculty workshops, and meetings.

• Work with senior leadership to schedule and organize project meetings.

• Triage incoming 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.

• 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:
Job Location/Working Conditions

• This role will require working occasional evenings as needed for events.

Physical Effort

• Ability to travel to on- and off-campus locations as required.

Applicant Special Instructions:

• Please submit a cover letter with your application.

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:

Bachelor’s degree or combination of education and/or experience may substitute for minimum education.

Certifications/Professional Licenses:

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

Work Experience:

Event And/Or Meeting Planning (2 Years)

Skills:

Not Applicable

Driver's License:

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

More About This Job

Preferred Qualifications:

• Bachelor’s degree.
• Experience working in a higher education setting.
• Administrative support experience.

Preferred Qualifications

Education:

No additional education unless stated elsewhere in the job posting.

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:

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

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 [email protected] 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.

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.

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

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. 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.

Washington University is dedicated to building a 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.