Senior Coordinator for Alumni and Constituent Engagement - University Advancement
Washington University in St. Louis
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Job summary
Washington University in St. Louis is seeking a Senior Coordinator for Alumni and Constituent Engagement to coordinate the daily operations, communications, and scheduling for the AVC and provide support to the ED.
The role ensures timely information, organized follow-through, and efficient coordination for informed decision-making. The position requires a Bachelor's degree, 2 years of relevant experience, and strong skills in communication, project and calendar management, and event planning.
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.
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.
Skills
Education
Tools
Job description
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.
- 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.
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.
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.
- 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 Education: No additional education unless stated elsewhere in the job posting.
Preferred Qualifications Certifications/Professional Licenses: No additional certification/professional licenses unless stated elsewhere in the job posting.
Preferred Qualifications Work Experience: No additional work experience unless stated elsewhere in the job posting.
Preferred Qualifications 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
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.
For frequently asked questions about the application process, please refer to our External Applicant FAQ.
If you are unable to use our online application system and would like an accommodation, please email CandidateQuestions@wustl.edu 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.
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.
- 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!
- 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/
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.
Q: Can I create a job alert to notify me when jobs of interest are posted? A: Yes! After you create a Candidate Home account, you can set up and manage job alerts to be sent to you either daily or weekly, according to the filters you select. You can add, edit, or delete job alerts at any time. You will need to opt in to communications from WashU when you set up your first alert and will only receive alerts for jobs posted after the alert has been created. Set alerts today so you do not miss any new opportunities! Washington University in St. Louis’ collective success is significantly attributed to the passion and outstanding efforts of our community. Our staff, faculty and trainees are committed to excellence and dedicated to carrying out our missions of research, teaching and patient care. WashU prides itself on being a place where people matter, and serious work is done. Our people work together in an inclusive community that celebrates diverse perspectives, collaboration and innovation. We are a community of individuals inspired to work together to develop big ideas and tackle challenging problems. We value the well-being of our people. WashU strives to create a positive employee experience where staff, faculty and trainees thrive, both personally and professionally. Our employees find meaning, connection and vitality in their work and life with a healthy work-life balance and support to learn, grow and make an impact at WashU, the community and the world.
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