Coordinator, Eliot Society Programs - University Advancement

UNKNOWN; United States; On-site; USD 29,000 - 34,000; Full time

Benefits offered by this job

Health insurance

Metro transit U-Pass

Vacation & holidays

Job summary

Washington University in St. Louis invites applications for an Eliot Society Events Coordinator, focused on staffing, planning and executing campus ceremonies and alumni engagements in St. Louis and surrounding areas.

The role supports on-site evening events and weekend programs, coordinating logistics, venues, invitations and post-event follow-up while tracking budgets and vendor arrangements. Strong teamwork, planning and communication skills are essential.

Qualifications

• High school diploma or equivalent required; relevant experience preferred.
• Strong communication, planning and budgeting capabilities needed.
• Ability to work evenings, weekends and travel as required.

Responsibilities

• Provide logistical oversight for Eliot Society and Leadership events in St. Louis and regionally.
• Coordinate event timelines, venue scouting, invitations, reservations and design.
• Monitor budgets, track expenses and maintain accurate records.
• Process invoices and manage vendor payments with proper documentation.
• Manage RSVP tracking and attendance reporting for events.
• Maintain event websites and registration platforms (ARCH, Adv Form, Marketing Cloud).
• Draft event briefings and lead internal communications for stakeholders and guests.
• Serve as primary communications lead for invitations, reminders and follow-ups.

Skills

Active Listening

Adaptability

Communication

Detail-Oriented

Event Planning

Multitasking

Time Management

Teamwork

Relationship Building

Workflow Management

Education

High school diploma

Tools

SharePoint

MyEmma

Advancement Form

Donor Databases

Salesforce Marketing Cloud

Job description

Location & Scheduled Hours

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

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.