Coordinator, Corporate and Foundation Relations - University Advancement

Washington University in St. Louis; St. Louis (MO); On-site; USD 29,163 - 45,254; Full time

Benefits offered by this job

Up to 22 days of vacation

Health insurance

Metro U-Pass transit benefits

Tuition assistance

Job summary

Washington University in St. Louis is seeking a Coordinator to provide high-level administrative, operational, and project support to the Assistant Vice Chancellor within University Advancement in St. Louis, MO.

The role involves managing calendars, meetings, communications, data, and workflows to enable efficient operations and strategic decision-making. Responsibilities include travel planning, preparing materials for executive meetings, coordinating with three Executive Directors, and

Qualifications

• High school diploma or equivalent required.
• Minimum 3 years of relevant work experience.
• Proficiency with databases, spreadsheets, and basic reporting.

Responsibilities

• Provide high-level administrative support to the AVC, including complex calendar prioritization, inbox triage, and managing competing demands.
• Coordinate and prepare materials for executive-level meetings (e.g., agendas, briefing documents, talking points, summaries) and ensure appropriate follow-up.
• Plan and coordinate AVC travel and trip logistics, including strategic itineraries and preparation of briefings and collateral materials.
• Support three Executive Directors on an as-needed basis with higher-level scheduling and coordination tied to key initiatives and deliverables.
• Track and report on metrics in support of the AVC and maintain records in ARCH, the Salesforce-based CRM.
• Coordinate special projects from inception through completion, including timelines, task tracking, and stakeholder communication.
• Draft and edit internal communications (updates, summaries, announcements) as requested.

Skills

Databases

Spreadsheets

Basic reporting

Education

High school diploma

Job description

Position Summary

Location: ST. LOUIS, MO 63105

Scheduled Hours: 37.5

The Coordinator provides high-level administrative, operational, and project support to the Assistant Vice Chancellor within University Advancement and, as needed, to the three Executive Directors who report to the Assistant Vice Chancellor.

This position is responsible for managing and coordinating calendars, meetings, communications, data, and workflows to ensure smooth and efficient operations. The Coordinator prepares activity reports on behalf of the Assistant Vice Chancellor, tracks and reports on departmental metrics, and manages special projects as assigned. By maintaining accurate information, supporting strategic initiatives, and facilitating timely decision‑making, the Coordinator plays a critical role in advancing goals related to corporate and foundation giving and engagement.

Ultimately, this position helps create a well‑organized, responsive, and collaborative environment that allows the Assistant Vice Chancellor and reporting teams to focus on achieving University Advancement objectives.

Primary Duties & Responsibilities

Executive and Administrative Support

• Provide high‑level administrative support to the Assistant Vice Chancellor (AVC), including complex calendar prioritization, inbox triage, and managing competing demands.
• Support three Executive Directors on an as‑needed basis with higher‑level scheduling and coordination tied to key initiatives and deliverables.
• Coordinate and prepare materials for executive‑level meetings (e.g., agendas, briefing documents, talking points, summaries) and ensure appropriate follow‑up.
• Plan and coordinate AVC travel and trip logistics, including strategic itineraries and preparation of briefings and collateral materials.
• Handle confidential and sensitive information with discretion and sound judgment.
• Assist the AVC in advancing strategic initiatives by researching background information, organizing input from across University Advancement, and synthesizing information into clear materials.

Meetings, Events & Team Coordination

• Schedule and coordinate routine and ad hoc meetings.
• Serve as the primary point person for calendar coordination, including within the broader development vertical, resolving conflicts and ensuring key participants are included.
• Support the logistical execution of internal and selected external meetings/events (room/virtual setup, tech needs, catering, room holds, and attendee communication).
• Track and distribute meeting action items and follow‑ups for team‑level meetings to ensure clarity and accountability.
• Help align team calendars and meeting cadences with institutional priorities and key deadlines.

Data, Systems & Metrics Management

• Help maintain accurate and up‑to‑date records of corporate and foundation interactions in University Advancement’s Salesforce‑based Customer Relationship Management system, ARCH, including drafting activity reports on behalf of the AVC.
• Track and report on metrics in support of the AVC.
• Perform data entry, updates, and quality checks to support reporting accuracy and compliance.
• Generate standard and ad hoc reports to support planning, strategy, and performance review.
• Assist the AVC with tracking and summarizing metrics for the three teams (corporate relations, corporate engagement, foundation relations).
• Conduct basic data analysis to identify trends and inform decisions.

Project Coordination & Strategic Initiatives

• Coordinate special projects from inception through completion, including timelines, task tracking, and communication with stakeholders.
• Participate in internal strategy meetings focused on increasing corporate giving, corporate engagement, and foundation giving, documenting decisions and next steps.
• Work across University Advancement to assemble, consolidate, and organize collateral materials for projects, campaigns, and leadership presentations.
• Monitor project progress, flag risks or delays, and help ensure timely completion of deliverables.

Communications, Stakeholder Relations & Internal Presence

• Serve as a key point of contact for internal and external stakeholders, routing inquiries and ensuring timely, professional responses.
• Coordinate workflows and communication across departments that report to the AVC, helping keep stakeholders informed and aligned.
• Draft and edit internal communications (e.g., updates, summaries, announcements) as requested.

Team Culture, Engagement & Process Improvement

• Serve as a point person for morale‑boosting ideas and initiatives across the three teams, proposing activities and gathering feedback.
• Implement approved engagement and recognition activities, managing logistics and communication.
• Identify opportunities to streamline administrative processes, improve workflows, and enhance efficiency.
• Participate in training and professional development related to systems, tools, and best practices.

Perform other duties as assigned.

Working Conditions

Job Location/Working Conditions

• Normal office environment

Physical Effort

• Typically sitting at a desk or table

Equipment

• Office equipment

Education

Required Qualifications: 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.

Preferred Qualifications

• Proficiency with databases, spreadsheets, and basic reporting.
• Prior experience in a university or higher education environment.
• Clear interest in building a long‑term, career‑level commitment to this type of role.
• Warm, collegial presence demonstrating kindness, compassion, and a positive approach to working with others.
• Ability to understand and work in a large, complex organization with its established processes.

Grade

G08-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.

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, 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.