Coordinator of Events and Programming - Undergraduate Admissions

Scheduled Hours

37.5

Position Summary

The Coordinator of Events and Programming is a full-time position that works across the Undergraduate Admissions and Student Financial Services offices. This position supports the strategic goals of the Admissions and Aid division specifically tied to planning and executing on-and-off campus events and programming, and helps the team achieve its enrollment goals. Serving in this role requires managing a large volume of information and detail; during peak season, many events will be happening simultaneously. Minimal travel may be required.

Job Description

• Supports strategic initiatives through coordination of off-campus recruitment and yield events. This involves working with contacts at peer institutions and contacts at external locations.

• Tasks include identifying appropriate dates/times; securing locations across campus working with various partners; coordinating catering; working with Marketing & Communications to ensure event details are correct and communicated, obtaining swag, and ensuring events meet department standards for brand and experience; coordinating staffing, including student workers, staff, and campus partners; ensuring plan for programming is appropriate for the audience and is approved by Director of Visit Experience and office leadership; preparation of “day of” event documentation and set up diagrams.

• Serving as the point of contact for campus partners and external vendors key to the event’s success.

• Facilitating planning committees for events, including coordinating on-going meetings, task lists, agendas, and ensuring the project is moving forward in a timely way.

• Participating in evaluation of the event, including identifying and documenting areas for improvement and ensuring the team conducts analysis of the event’s impact on the enrollment funnel.

• Role interacts with visiting students/families, and may include greeting, interviewing, and presenting to visitors.

• Events include, but are not limited to, daily campus visits, special events for prospective students, parents, and school counselors, divisional programs that are part of the visitor experience.

• This work will involve use of Slate CRM, including data-entry and ensuring data is correct.

• Occasional travel to an off-campus event may be required. During this travel, the role interacts with the event attendees, including greeting, interviewing, and presenting.

• Tracks and manages budget expenditures for all events associated with the visit experience: on-and-off campus programming; student volunteer organizations; and events held in the Sumers Welcome Center.

• Assists admissions officers in the planning of group travel. Communication with high schools, hotels, caterers, and travel agency may be required. Supports admissions officers who coordinate on-campus student groups used by the admissions office in recruitment efforts, including summer interns. This will involve direct communication with current students.

• Perform other duties as assigned.

Working Conditions:

• Ability to attend on-campus events that occur during normal business hours, or in evenings and weekends.

• Overtime is required.

• Occasional travel to off-campus events may be required. Less than 5% of time.

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:

Event And/Or Meeting Planning (3 Years)

Skills:

Not Applicable

Driver's License:

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

More About This Job

Preferred Qualifications:

• Bachelor’s degree.
• Familiarity and/or experience with specialized computer programs, such as CRM technology, is helpful.
• Experience managing projects and project members responsibilities from start to finish.
• Expertise with software including Excel, MS Word, PowerPoint, Teams, Outlook, and Zoom.
• Flexibility and the ability to quickly change directions is essential.
• Excellent customer service and communication skills, with experience in customer service.
• Demonstrated attention to detail and high professional standards.
• Ability to balance many tasks at one time and meet deadlines.
• Team player and work with a positive attitude in a fast-paced, dynamic, changing environment.
• Superior writing, presentation, organizational, and interpersonal skills.
• Ability to be able to organize own work and effectively prioritize multiple projects, in a high-paced environment.
• Ability to communicate effectively with internal and external constituents including students, faculty, administrators, parents, alumni, vendors, and others.
• Ability to work effectively as part of a team and independently.
• Ability to maintain and manage confidential and sensitive information.
• Warm, pleasant, professional and outgoing personality.
• Commitment to the importance of accurate data capturing and record keeping to contribute to the overall success of Undergraduate Admissions.

Preferred Qualifications

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:

Not Applicable

Grade

G08-H

Salary Range

Base pay is commensurate with experience.

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. 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, citizenship (where prohibited by federal law), age, religion, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or genetic information.