Special Events Coordinator, Schools and Programs - University Advancement

Washington University in St. Louis is a prestigious research university renowned for its commitment to education, research, and community engagement. Located in St. Louis, Missouri, this institution is dedicated to fostering an inclusive academic environment while advancing knowledge through its diverse programs and initiatives. Washington University offers a collaborative atmosphere where students, faculty, staff, and alumni work together to create meaningful contributions to society. With a history of excellence, the university maintains a strong emphasis on innovation, diversity, and community involvement, making it a respected name in higher education both nationally and internationally.

The University Advancement department at Washington University plays a critical role in strengthening ties with students, alumni, parents, and friends of the university. This department manages special events and ceremonies that cultivate and maintain relationships important to the university's mission. The Special Events Coordinator position reports directly to the Director of Special Events for Schools and Programs. This role is essential in supporting the planning and execution of various special events that promote engagement with the university community. Typical work hours are 37.5 per week, with occasional evening and weekend responsibilities depending on event schedules.

As a Special Events Coordinator, you will be entrusted with a range of responsibilities designed to ensure seamless execution of events and ceremonies. The position involves staffing events, managing onsite logistics, coordinating invitation lists, and supervising related mail projects. This role requires working closely with high-level university leadership, donors, alumni, and vendors to execute plans precisely and professionally. The coordinator will develop timelines, logistical plans, seating arrangements, and assist with securing speakers and creating briefing materials and talking points. Another aspect of the role includes collaborating with the Coordinator of Communications to manage event templates and broadcast email distribution, supporting communications efforts across the department.

The ideal candidate should have a high school diploma or equivalent, with at least five years of relevant experience in event coordination or a related field. A bachelor's degree is preferred, along with strong skills in communication, confidentiality, event operations, project management, and interpersonal relationships. Familiarity with University Advancement's mission and an eagerness to contribute to the educational community are highly valued. The work environment is typically office-based, with standard office equipment and limited physical exertion.

This position offers a salary range from $23.37 to $36.19 per hour, reflective of experience, qualifications, and market standards within the university. Along with competitive compensation, the university provides an outstanding benefits package. Washington University in St. Louis is committed to equal employment opportunity and supports reasonable accommodations to enable employees with disabilities to perform essential job functions. Pre-employment screening is mandatory for all external hires, including criminal background checks and other verifications as applicable.