Coordinator, Eliot Society Programs - University Advancement

Washington University in St. Louis; St. Louis (MO); On-site; USD 29,000 - 34,000; Full time

Benefits offered by this job

Vacation & holidays

Health insurance

Transit benefit

Tuition assistance

Job summary

Washington University in St. Louis seeks a Events Coordinator to assist with staffing, planning and implementing Eliot Society events designed to strengthen ties with students, alumni and friends.

The role involves on-site support for evening and weekend events, coordinating venues, timelines, invitations, budgets, catering and A/V, and drafting event briefings for internal teams. You will maintain registration platforms, track RSVPs, and lead communications to Eliot Society members and

Qualifications

• High school diploma or equivalent high school certification or combination of education and/or experience.
• No specific certification/professional license is required for this position.
• Relevant Experience (3 Years)
• Skills: Not Applicable
• Driver’s License: A driver’s license is not required for this position.

Responsibilities

• Provide logistical oversight to Eliot Society events in St. Louis and regionally.
• Plan and coordinate 2-3 Eliot Society events with the Director, managing timelines and execution.
• Coordinate venue logistics, guest flow, transportation and setup for a professional experience.
• Monitor event budgets and maintain accurate records for each event.
• Process invoices and payments related to event services and vendors.
• Manage RSVP tracking and attendance information for events.
• Maintain and update event websites and registration platforms.
• Draft clear event briefings for internal stakeholders.
• Lead communications for invitations, reminders and event details.

Skills

Event planning

Budgeting

Communication

Relationship building

Education

High school diploma

Tools

SharePoint

MyEmma

Advancement Form

Donor databases

Job description

Location

SAINT LOUIS, MO 63105

Scheduled Hours

37.5

Position Summary

Reports 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 Job

Preferred 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

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.

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, 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.