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 in St. Louis, MO. The role coordinates the AVC's daily operations, drafts routine responses, and ensures timely information delivery for decision-making.

You'll manage ACE requests, maintain calendars, prepare briefing materials, and support leadership meetings. This position may require evening/weekend hours and offers opportunities to contribute to impactful university events.

Qualifications

• Education: Bachelor's degree or combination of education and/or experience may substitute for minimum education.
• Work Experience: Relevant Experience (2 Years).
• Certifications: No specific certification required.

Responsibilities

• Coordinate executive-level schedules, travel, and expense processing for the AVC and provide escalation-ready updates.
• Serve as primary liaison between the AVC and ACE team; manage requests and keep stakeholders informed.
• Prepare briefing materials and edit/format presentation content for leadership meetings.
• Support special projects, planning sessions, and board meetings with organized documentation.
• Assist with internal events and professional development activities for ACE staff.
• Occasional evening/weekend work in support of ACE events.

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

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.

Job Description

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

Job Location/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.

Required Qualifications

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

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.

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, 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.

Questions

For frequently asked questions about the application process, please refer to our Ext