Senior Coordinator for Alumni and Constituent Engagement - University Advancement

Washington University in St. Louis; Clayton (MO); On-site; USD 35,000 - 54,000; Full time

Job summary

Washington University in St. Louis seeks a Senior Coordinator for Alumni and Constituent Engagement to manage the AVC's daily operations, communications, and scheduling, while providing secondary support to the Executive Director.

The role ensures timely information, organized follow‑through, and efficient coordination for effective decision making. The position involves coordinating executive calendars, travel, and correspondences, maintaining ACE team calendars, preparing briefing materials,

Qualifications

• Bachelor’s degree required or equivalent combination of education and experience.
• Experience supporting a senior leader in a complex organization preferred.
• Experience coordinating projects, meetings, and office operations.
• Experience in higher education or not-for-profit setting; thrive in fast-paced environments.

Responsibilities

• Coordinate executive schedules, travel, and expenses for the AVC and assist the ED as capacity allows.
• Liaise between the AVC and ACE team; manage requests and provide status updates.
• Prepare briefing materials and organize meeting logistics; take notes and distribute follow-ups.
• Lead special projects for the AVC, including board materials and planning sessions.
• Support ACE events and professional development activities; contribute to team culture.
• Occasional evening and weekend work to support ACE events.

Skills

Active Listening

Communication

Confidentiality

Project Management

Scheduling

Event Planning

Microsoft Office

Multitasking

Time Management

Team Collaboration

Zoom Video

Education

Bachelor's degree

Job description

Location

SAINT LOUIS, MO 63105

Scheduled Hours

37.5

Position Summary

The Senior Coordinator for Alumni and Constituent Engagement coordinates the daily operations, communications, and scheduling needs of the Associate Vice Chancellor (AVC) for Alumni and Constituent Engagement (ACE) and provides secondary support to the Executive Director, Strategy and Operations (ED). The role ensures leadership has timely information, organized follow-through, and efficient coordination needed for effective decision‑making.

Primary Duties & Responsibilities

• Coordinate executive-level schedules, communications, travel, and expense processing for the AVC, with secondary support to the ED as capacity allows. Manage incoming communications and correspondence, draft routine responses on the AVC’s behalf, and serve as the central point of contact for the AVC’s office. During the AVC’s transition, coordinate introductory meetings with key university partners and help establish office processes and systems.
• Serve as the primary liaison between the AVC and the ACE team. Manage incoming requests and inquiries, determining which can be resolved directly and which require escalation, and provide timely status updates to requesters. Maintain the ACE team calendar and ensure key deadlines and milestones are communicated well in advance.
• Coordinate meeting preparation for the AVC by assembling briefing materials and background information in advance. Support leadership meetings by compiling, editing, and formatting presentation materials and coordinating meeting logistics, including room setup and technology. As requested, attend meetings to capture notes, track action items, and distribute follow‑up to attendees.
• Coordinate special projects for the AVC, including compiling materials for leadership and volunteer board meetings, organizing planning sessions or retreats, and tracking progress on departmental initiatives. Prepare, edit, and proofread documents and reports.
• Contribute to team culture and departmental engagement by supporting internal events and participating in planning for social and professional development activities for the ACE team.
• Perform other duties as assigned in support of the department, including periodic evening and weekend work in support of ACE events.

Working Conditions

• Normal office environment.
• Occasional work at on- and off-campus St. Louis-based university events.
• After hours work as needed.

Physical Effort

• Typically sitting at a desk or table.

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.

Education

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

Relevant Experience (2 Years)

Skills

Not Applicable

Driver's License

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

Preferred Qualifications

More About This Job

• Experience supporting a senior leader in a complex organizational environment.
• Experience coordinating projects, meetings, and office operations.
• Experience in higher education or a not-for-profit setting.
• Ability to thrive in an organization that is evolving at an accelerated pace.

This position is located in St. Louis, MO and the targeted hiring range for this position is $25.47 - $30.00.

Preferred Qualifications

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, Communication, Confidentiality, Database Management, Deadline Management, Detail‑Oriented, Event Management, Event Planning, Learning Quickly, Listening Effectively, Material Preparation, Meeting Organization, Microsoft Office, Multitasking, Office Technologies, Organizing, Professional Etiquette, Project Management, Relationship Building, Scheduling, Sound Judgment, Time Management, Work Collaboratively, Zoom Video

Grade

G10-H

Salary Range

$25.47 - $39.49 / 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.

Accommodation

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.