Senior Coordinator, Special Events and University Ceremonies

Scheduled Hours37.5Position SummaryThe Senior Coordinator supports the Associate Vice Chancellor for Special Events and University Ceremonies. Responsibilities include project management, travel management, event planning support, and administrative support. The Senior Coordinator plays a critical role in supporting the full Special Events team and provides necessary and timely information for effective decision-making by the Associate Vice Chancellor.

Work will include event support on nights and weekends as assigned.Job Description

Primary Duties & Responsibilities:

• Serve as coordinator for the planning and implementation of the Special Events team efforts, including managing several complex VIP projects. Efforts include scheduling oversight and coordination with the Director of Operations, including the intake of requests for special events team, and shared management of the department calendar. Work closely with Special Events team and university staff as appropriate to ensure that project deadlines are met, and responses are well-coordinated and well-executed. Work on department-wide projects and maintain oversight of shared department materials and resources. Serve as resource for AVC in managing special projects, which may include preparing, editing, and proofreading documents and completing other duties as assigned to support goals of Special Events.
• Provide high-level support to the Associate Vice Chancellor for Special Events and University Ceremonies, including calendar management. Manage travel planning and expense reimbursement process. Serve as the vital communication link to and from the office when the AVC is traveling. Discern between critical needs and those that can wait and communicate appropriately.
• Provide onsite event logistical support for designated events. Prepare event preparatory documents for AVC and university leadership including briefing materials. Create a tracking system to track distribution of briefing materials.
• Perform other duties as assigned.

Working Conditions:

Job Location/Working Conditions

• Normal office environment.

• Occasional work at on- and off-campus St. Louis-based university events.

• Must be available for work outside of normal business hours on nights and weekends as assigned for event support.

Physical Effort

• Typically sitting at a desk or table.

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:

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

Certifications:

No specific certification is required for this position.

Work Experience:

Relevant Experience (2 Years)

Skills:

Not Applicable

Driver's License:

A driver's license is not required for this position.More About This JobPreferred Qualifications:

• Desire and ambition to work in an organization that is evolving at an accelerated pace.
• Ability to listen carefully and learn quickly.
• Must be available for work outside of normal business hours on nights and weekends as assigned for event support.

This position is located in St. Louis, MO, and the targeted hiring range for this position is $ $30.00.

Preferred Qualifications

Education:

No additional education unless stated elsewhere in the job posting.

Certifications:

No additional certification unless stated elsewhere in the job posting.

Work Experience:

Large And Complex Organization, Preferably As An Executive Assistant (8 Years), Higher Education, Preferably In A Complex University Environment (4 Years)

Skills:

Complex Data Analysis, Confidentiality, Database Management, Data Organization, Deadline Management, Detail-Oriented, Event Management, Event Planning, FileMaker Pro, Material Preparation, Meeting Organization, Microsoft Office, Multitasking, Office Management, Oral Communications, Organizing, Professional Ethics, Professional Etiquette, Professional Integrity, Project Administration, Project Management, Scheduling, Supervision, Time Management, Written CommunicationGradeG10-HSalary Range$ $39.49 / HourlyThe 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  or call the dedicated accommodation inquiry number at 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

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:

EEO StatementWashington 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.

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