Washington University is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity or expression, national origin, genetic information, disability, or protected veteran status.
This position is full-time and works approximately 37.5 hours per week. Although the typical schedule is Monday through Friday during the hours of 8:30 a.m. - 5 p.m., there are some events that take place on evenings and weekends and schedules will be adjusted accordingly.
Department Name/Job Location:
This position is in Campus Life which is housed in the Danforth University Center on the Danforth Campus.
Student Affairs staff help to facilitate student development at Washington University through orientation, scholarship, and engagement programs. The individual in this position will move quickly with the changing environment, staying up to date with the latest student affairs experiences that complement our students’ academic curriculum. They will use that knowledge to strategically support our team's projects. To do so, the individual must be organized and analytical and possess strong business judgment and communication skills. Working behind the scenes, administrative staff in Student Affairs are dependable and adept at leading and managing a variety of simultaneous projects, requiring the particular talent of being able to communicate effectively with all levels of the organization.
The individual in this position provides event coordination and support primarily to student groups and student facing initiatives. The Campus Life Event Coordinator is responsible for the coordination of events scheduled in the majority of event spaces at Washington University through the department of Campus Life area of Event Management. The Event Coordinator works with the clients (students, staff and faculty), Facilities, University Police, Card Access, Catering and other vendors to coordinate event requirements as well as specific assignments to particular departments with heavy use and higher needs.
Primary duties and responsibilities include:
Represent the University by serving as the point of contact to clients who reserve Washington University’s Premier & Standard spaces. Ensure spaces are operational for all functions and that all requirements are met for events. Clients are identified as students, faculty, staff or individuals and groups external to the University.
Review upcoming events and contact clients with confirmed reservations in premier and standard spaces to confirm event times and determine set up needs. Serve as office liaison with specific departments with ongoing, high profile events. Participate in weekly operations meetings to review upcoming events with campus partners. Issue space use contracts for clients external to the university.
Assist with recruitment and selection of student event assistants. Assist in training and supervision of student employees.
Educate clients and vendors on space guidelines as it pertains to the location and type of event, including weddings that take place in Graham Memorial Chapel.
Conduct site visits with clients and contractors of premier spaces as needed. Serve as a resource for university space not managed by Campus Life Event Management Office.
Compile and distribute event information to clients, Facilities, University Police, catering, housekeeping, card access and any additional contractors if necessary, through the issuance of event reports, diagrams and event specifications.
Other duties as assigned.
Critical skills and expertise include:
Demonstrated skills in working in a diverse environment.
Ability to work independently and effectively on multiple tasks
Experience and initiative in managing multiple projects simultaneously
The ability to work alternative hours and days is necessary
Ability to appropriately operate in a professional office environment
Advanced time management skills
A High School diploma with 3 years of relevant work experience in hospitality, tourism, or event planning.
Ability to work alternative hours and days is necessary.
Demonstrated skills in working in a diverse environment.
Ability to work independently and effectively on multiple tasks.
Ability to work under pressure to quickly solve problems.
A Bachelor's degree.
2 –4 years experience in space scheduling and event planning in a university, conference center, hotel or convention center.
Working knowledge of a university setting, student organizations, and/or student affairs.
Experience with Event Management Systems, Microsoft Office, and Social Tables softwares.
Active experience with exhibiting effective customer service skills.
Ability to prioritize and perform several tasks simultaneously and to work under pressure.
Ability to learn and utilize various computer programs.
Ability to provide clear directives to student work crews.
-Retirement Savings Plan -22 vacation days -10 Paid Holidays -Sick Time -Tuition benefits for employee, spouse and dependent children -Free Metro Link/ Bus pass -Free Life Insurance -Health, Dental, Vision -Health Savings Accounts (HSA) -Long Term Disability Insurance -Flex Spending Plan -Other Benefits
Human Resources website (hr.wustl.edu)
Internal Applicant Instruction:
Please attach a copy of your most current signed performance evaluation (completed within the last 18 months) to your online account. If you have not received a performance evaluation, you may provide two current signed letters of recommendation (written within the last 18 months), preferably to include one letter from either a current or recent former supervisor. To attach these documents, go to: My Career Tools, Add Attachment, Attachment Type – Performance Reviews or Letters of Recommendation.
The hiring range for this position is $19.18 - $24.47 per hour.
The Department of Campus Life is a unit within the Division of Student Affairs at Washington University in St. Louis. It interacts with student facing programs and initiatives in four distinct co-curricular areas including Event Management, Fraternity & Sorority Life, Leadership Development and Student Involvement. Through Campus Life, Student Union, the undergraduate student government is advised and supported. Washington University currently has over 500 registered student groups that create a vibrant and active campus environment and Campus Life strives to empower each student to define themselves and their communities through advising, programs and resources.
Please visit https://students.wustl.edu to learn more about the Division of Student Affairs.
Washington University in St. Louis, a medium-sized, independent university, is dedicated to challenging its faculty and students alike to seek new knowledge and greater understanding of an ever-changing, multicultural world. The University offers more than 90 programs and almost 1,500 courses leading to bachelor's, master's and doctoral degrees in a broad spectrum of traditional and interdisciplinary fields, with additional opportunities for minor concentrations and individualized programs. The faculty is composed of scholars, scientists, artists and members of the learned professions. They serve society by teaching; by adding to the store of human art, creativity, understanding, and wisdom; and by providing direct services, such as health care.