Events and Travel Manager - Athletic Administration

Washington University in St. Louis; St. Louis (MO); On-site; USD 50,000 - 82,000; Full time

Benefits offered by this job

Health insurance

Vacation & holidays

Transit pass

Job summary

Washington University in St. Louis seeks an Events and Travel Manager to plan, coordinate, and lead travel for varsity teams and athletic events. You will manage travel estimates, hotel blocks, and transportation while ensuring accuracy and timely updates.

The role requires a Bachelor’s degree (Master’s preferred) and 3 years in communications, engagement, marketing, or event planning. Competitive benefits accompany the position in St. Louis, MO.

Qualifications

• Bachelor’s degree or combination of education and/or experience may substitute for minimum education.
• No specific certification/professional license is required for this position.
• Master's degree preferred.

Responsibilities

• Prepare, calculate and produce travel related estimates/advances for teams based on approved travel schedules and contracts.
• Update hotels with team room assignments and payment information; assist with reconciliation.
• Coordinate all ground transportation and order buses for varsity teams.

Skills

Adaptability

Analytical Problem Solving

Computer Applications

Customer Service

Database Programs

Decision Making

Fast-Paced Environments

Oral Communications

Project Administration

Project Coordination

Relationship Building

Reservation Systems

Self-Organization

Spreadsheets

Supervisory Management

Team Leadership

Word Processing

Written Communication

Education

Bachelor's degree

Master's degree

Job description

Position Summary

WashU's Division of Student Success seeks an athletics event professional for the position of Events and Travel Manager. The Division of Student Success advances the educational mission of the university through resources and experiences outside the classroom that prepare our students for lifelong success. Washington University (WashU) is a selective, private research institution that was founded in 1853 with highly ranked undergraduate programs and top ranked graduate programs including the Olin Business School and the School of Medicine. WashU is located in St. Louis, the second largest city in Missouri which has a thriving music and arts scene, unique neighborhoods with distinct personalities, successful professional sports teams, and a host of local owned restaurants and shops. WashU Athletics has a rich tradition of athletic achievement that began over 100 years ago and competes at the Division III level of the NCAA. WashU’s varsity sports portfolio contains 19 programs. WashU’s primary conference affiliation is the University Athletic Association Conference (UAA) while football competes in the North Coast Athletic Conference (NCAC). With an alumni base spread throughout the country, the reach of WashU’s athletic programs continues to grow.

Location

ST. LOUIS, MO 63130

Scheduled Hours

37.5

Job Description

Primary Duties & Responsibilities

• Prepare, calculate and produce travel related estimates/advances for teams based on approved travel schedules and contracts. Update hotels with team room assignments and payment information. Assist with the reconciliation process after travel has been completed. Coordinate all ground transportation for the Department. Order buses with contracted charter bus company for varsity team practices and competitions.
• Serve as primary source of information to the general public, administrative and coaching staff and students, on varsity team travel policies and procedures. Respond to a variety of inquiries from staff, travel partners and others to resolve routine and non-routine problems, and consult with supervisors or others, as needed on more complex issues.
• Ensure the accuracy and timely updating of the athletics travel schedule for all coaches on travel related components. Customize and/or compose correspondence on own initiative or in response to administrative, varsity team travel, travel advances and reconciliation matters for supervisor's review and approval. Proofread documents for accuracy and completeness. Modify and/or create databases and complex spreadsheets. Maintain and modify varsity team schedule database and prepare and track varsity athletic contest contracts.
• Monitor activity of travel related budgets and maintain data on spreadsheets. Compare invoices with actual expenditures and investigate and resolve discrepancies with coaches and administrators. Record and track expenditures and or prepare payments in the University's financial system ensuring that they are posted to the proper accounts.
• Manage and execute events including logistics requiring coordination with internal and external partners in an effective and efficient manner and acting as the primary point of contact. Events include home athletic contests (regular and post-season), the annual fundraising golf tournament, practices and team events, and events for external parties and campus partners.
• Responsibilities include oversight of the Game Day experience including coordination between all department areas (e.g. coaches, marketing and promotions, athletic training, administration) involved in the Game Day experience; staffing events; developing and maintaining procedure manuals; administering event contracts; maintaining the home and away events calendar; developing and maintaining hosting protocols; and creating, maintaining, and communicating event and facilities schedules with external and internal units, coaches, and visiting teams.
• Generate revenue through external events held in Athletic facilities.
• Recruit, hire, train, and supervise event staff – including student staff and integrating full-time athletic coaches when they are out-of-season.

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.

Education

Required Qualifications

Bachelor’s degree or combination of education and/or experience may substitute for minimum education.

Certifications / Professional Licenses

No specific certification/professional license is required for this position.

Work Experience

Communications, Employee Engagement, Marketing, And Event Planning (3 Years)

Skills

Not Applicable

Driver's License

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

More About This Job

WashU seeks highly motivated individuals who are able to perform duties in a manner consistent with our core mission and guiding principles.

Education

Preferred Qualifications

Master's degree

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

Adaptability, Analytical Problem Solving, Computer Applications, Customer Service, Database Programs, Decision Making, Fast-Paced Environments, Oral Communications, Project Administration, Project Coordination, Relationship Building, Reservation Systems, Self-Organization (Business), Spreadsheets, Supervisory Management, Team Leadership, Word Proccessing, Written Communication

Grade

G10

Salary Range

$49,700.00 - $82,100.00 / Annually

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.