Coordinator, Eliot Society Programs - University Advancement

LocationSAINT LOUIS, MO 63105

Scheduled Hours37.5
Position SummaryReports 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.
Job Description
Primary Duties & Responsibilities:
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.
Working Conditions:
Job Location/Working Conditions:
Normal office environment
Ability to travel to various on- and off-campus locations
Available to work overtime, evenings and weekends as necessary
Physical Effort:
Typically working at desk or table
Repetitive wrist, hand or finger movement
Occasional lifting (25 lbs. or less)
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 (3 Years)
Skills:
Not Applicable
Driver's License:
A driver's license is not required for this position.
More About This JobPreferred Qualifications:
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.
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:
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
GradeG08-H
Salary Range$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.
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 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.
Pre-Employment ScreeningAll 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