Communications, Events and Administrative Coordinator - Arts and Sciences, Physics

CP00001 Washington University in St Louis; United States; On-site; USD 29,000 - 45,000; Full time

Benefits offered by this job

Health insurance

Metro transit U-Pass

Tuition assistance

Job summary

Washington University in St. Louis in St. Louis, MO, seeks a Communications, Events and Administrative Coordinator to develop and manage communications for print and digital channels, coordinate events, and handle adherence to department communications strategies.

The role focuses on website content, newsletters, social media, alumni communications, and office administration within the Physics Department, supporting internal and external audiences.

Qualifications

• High school diploma or equivalent required.
• Bachelor's degree preferred.
• 5 years relevant experience in communications, journalism, or related field.
• Strong writing and communications skills.

Responsibilities

• Digital communications – manage website content and create news briefs, features, and photography.
• Research website support – assist faculty with updates and redesigns of research sites.
• Communications liaison – circulate department news to Arts & Sciences and university channels.
• Social media – lead department social media strategy to increase visibility and engagement.
• Alumni communications – assist with alumni newsletters and mailings.
• Event publicity – plan and manage publicity for on-campus events and outreach.
• Coordinate with campus communications teams and other units to produce varied communications.

Skills

Website management

Social media management

Education

High school diploma or equivalent

Bachelor's degree

Job description

Location ST. LOUIS, MO 63130 Scheduled Hours 37.5

Position Summary The Communications, Events and Administrative Coordinator will coordinate, develop and/or write communications for print and/or digital communications, including emails, newsletters, website, print materials, and event signage. The incumbent will be the point person for all aspects of event planning, including logistical elements, promotions, and day‑of event management. Furthermore, the incumbent will perform administrative duties for the department such as maintenance reporting, supply ordering, room scheduling, as well as other administrative tasks as assigned.

Primary Duties & Responsibilities

The incumbent will assist in the implementation of communications strategies targeting key internal and external stakeholders with the goal of promoting the research profile and major activities of the Physics Department. Specifically, the incumbent will support efforts in the following areas:

• Digital communications – primary responsibility for website content management and website content creation such as news briefs, feature stories, and photography.
• Research website support – assist faculty fellows with updates/redesigns of websites and equip them to maintain their research websites.
• Communications liaison – circulate news about department activities to Arts & Sciences and other University communicators for inclusion in publications such as the Ampersand and the Record.
• Social media – primary responsibility for Physics social media strategy to increase unit visibility and engagement; manage existing channels as needed and/or provide content to university channels.
• Alumni communications – assist as needed with alumni newsletters and mailings.
• Event publicity – plan and manage event publicity and related efforts to extend the on‑campus visibility and community outreach of Physics.
• Proactively engage with EPS and MCSS department faculty and staff to stay informed about new scholarly activities, outreach efforts, accomplishments, and programmatic initiatives.
• Assist and support other departmental staff on communications-related duties as needed.
• Coordinate with the A&S Communications team and assist in the production and execution of a variety of communications efforts and interact and collaborate with a range of colleagues from other units.

Strategy and content management

Assist in the development, implementation, and evaluation of comprehensive communications strategies that target internal and external audiences, including prospective and current students, staff, faculty, community partners, potential donors, and peer institutions. Cultivate, write, and disseminate stories across communication platforms for maximum impact. Gather information on current scholarly activities and programmatic initiatives. Solicit student and alumni testimonials. Create visually appealing content for electronic and digital distribution, including posters, flyers, and fact sheets. Connect department stakeholders with campus resources or external vendors as needed. Track metrics and regularly evaluate effectiveness of communications to refine efforts.

Digital Communications

Assist in website content management as needed, including any necessary content development. Develop and manage assigned projects such as newsletters and email marketing for internal and external audiences. Plan and funnel content to other Arts & Sciences and WashU websites and digital channels. Assist and support departmental staff on duties related to digital communications as needed. Create content for social media channels to increase unit visibility and high engagement Coordinate event publicity and related efforts to extend campus visibility and community outreach: print materials, social media campaigns, video, advertising, and other marketing efforts.

Office Administration

Create correspondence/documents as needed for faculty. Distribute mail twice a day. Coordinate the emailing of the Newsletter and Event Notices. Maintain notices on bulletin boards. Meet and greet all visitors and direct them accordingly. Maintenance – Report Electrical, Plumbing, HVAC and Elevator issues. Card Access – Coordinate card access and distribution of cards. Keys – Document the distribution and return of keys. Telephone – Add/Remove Telephone lines as necessary – Report Problems. Interfaces with the two custodians to react to varying needs. Coordinates Special Cleaning services such as carpet and blind cleaning.

Room Scheduling Coordinator

Common Area Scheduler and Referee for Seminar Room, Faculty Room, Conference Rooms, Visitor Offices.

Track and order office supplies, as well as special orders for faculty, students and events.

Other

Perform other duties as assigned.

Working Conditions

Job Location/Working Conditions Normal office environment Physical Effort Typically sitting at a desk or table Repetitive wrist, hand or finger movement Ability to move to on and off-campus locations 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 (5 Years)

Skills

Not Applicable

Driver's License

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

Preferred Qualifications

• Bachelor's degree in communications, journalism, or related field
• Previous experience in journalism, marketing and/or communications
• Prior experience in an academic setting working with faculty, administrators and students
• Experience in translating complicated topics for a general audience
• Strong skills in website and social media management
• Outstanding analytical, organizational, and problem‑solving abilities
• Outstanding interpersonal and written/verbal communications skills
• Exhibit energy, vision, initiative, creativity, tolerance for ambiguity, sound judgment, and tact

Preferred Qualifications Education

Bachelor's degree

Preferred Qualifications Certifications/Professional Licenses

No additional certification/professional licenses unless stated elsewhere in the job posting.

Preferred Qualifications Work Experience

No additional work experience unless stated elsewhere in the job posting.

Preferred Qualifications Skills

Detail-Oriented, Editorial Design, Editorial Writing, Email Blasts, Graphic Design, Methodical Problem Solving, Multitasking, Oral Communications, Service Oriented, Teamwork, Website Management, Written Communication

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 [e-mail] 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. It is the University’s policy to provide equal opportunity and access to persons in all job titles without regard to race, ethnicity or shared ancestry, color, national origin, citizenship (where prohibited by federal law), age, religion, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or genetic information. As a federal contractor, the university maintains affirmative action programs to implement its equal employment opportunity policy for individuals with disabilities and protected veterans, in accordance with Section 503 of the Rehabilitation Act of 1973, as amended, and the Vietnam Era Veterans’ Readjustment Assistance Act of 1974 (VEVRAA), as amended.