Coordinator, Academic Ceremonies and Celebrations - University Advancement

Scheduled Hours

37.5

Position Summary

Reports to Senior Associate Director of Academic Ceremonies and Celebrations. The role of the Coordinator, Academic Ceremonies and Celebrations is to assist with planning and implementing key university ceremonies designed to cultivate, maintain, and strengthen student, alumni, parent, and friend ties to the University. Assist with all aspects of event planning.

Job Description

• Support efforts in planning University Ceremonies, including but not limited to: School Ceremonies, Commencement, Grad Fair, December Recognition, Class Toast, Class Celebration and Convocation. Coordinate meetings, gather materials, reserve event space, and establish logistical plans. Must be able to perform these tasks for multiple events simultaneously. Work closely with the Sr. Associate Director of Academic Ceremonies and Celebrations to ensure that protocols and standards are met.
• Oversee the management of event volunteers for some of the ceremony and celebration events by creating volunteer timelines and briefing materials, managing communications, facilitating training, and assigning roles.
• Create communications and timelines for university ceremonies, oversee data for communications, and collect RSVPs. Serve as the school ceremonies department coordinator for email communications from email software Marketing Cloud.
• Manage commencement and ceremonies event materials, such as signage, podiums, storage facilities, branding materials, protocols/procedures, etc.
• Assist with the management of the departmental inbox and phone, responding to staff, faculty, parent and student inquiries.
• Perform other duties as assigned.

Working Conditions:
Job Location/Working Conditions

• Normal office environment

• Available to work evening and weekend hours as needed

• Ability to travel across campuses

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.

Required Qualifications

Education:

High school diploma or equivalent high school certification or combination of education and/or experience.

Certifications/Professional Licenses:

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

Work Experience:

Relevant Experience (5 Years)

Skills:

Not Applicable

Driver's License:

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

More About This Job

Preferred Qualifications:

• Familiarity with and appreciation for the mission of Advancement Programs and the activities of the department. 
• A desire to play a meaningful role in the University’s community and to share in the community’s commitment to education and research. 
• An ability to work successfully with administration, faculty, alumni, parents and volunteers as appropriate. 

This position is located in St. Louis, MO and the targeted hiring range for this position is $23.37 - $26.00.

Preferred Qualifications

Education:

Bachelor'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:

Detail-Oriented, Email Software, Event Planning, Graphic Design, Interpersonal Communication, Interpersonal Relationships, Learning Quickly, Listening Effectively, Microsoft Office, Multicultural Environments, Multitasking, Oral Communications, Organizing, Prioritization, Professional Ethics, Professional Integrity, Project Management, Proven Commitment, Working Independently, Written Communication

Grade

G09-H

Salary Range

$23.37 - $36.19 / 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 External Applicant FAQ.

Accommodation

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.

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 and especially encourages applications by those from underrepresented groups. 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, age, religion, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or genetic information.

Washington University is dedicated to building a community of individuals who are committed to contributing to an inclusive environment – fostering respect for all and welcoming individuals from diverse backgrounds, experiences and perspectives. Individuals with a commitment to these values are encouraged to apply.