Events Specialist (Hybrid) - McKelvey School of Engineering

Scheduled Hours

37.5

Position Summary

Coordinates, implements and manages events for department or school. Develops and facilitate plans that include logistics, budgeting, space planning, vendor management, program details, communication needs and other details to make events successful.

Job Description

• Oversees, manages, and provides assistance as needed for special events in McKelvey School of Engineering including but not limited to Center events, Women & Engineering Center events, McKelvey Community Engagement events, research based workshops, conferences, annual program meetings, ERC's, NSF site visits, ABET site visits, heavy-lift department events, high-profile school level events, outreach events, Memorial services, Celebrations of Life, and all University Advancement events held at the Dean's private residence.

• Stratgezies events on a school level oversees, manages, and combines smaller individual department programming needs on a schoolwide level for orientation week, visit days, student showcases, end of semester special event days. Combining & coordinating overall rentals, facilities service requests, maximizing opportunities for space, minimizing overall expenses, wear & tear on our infrastructure and reducing our overall carbon footprint.

• Provides event planning support to the Director of Event Management & Community Engagement for commencement celebrations including but not limited to the McKelvey Honors Ceremony, McKelvey Phd Hooding Ceremony & Reception, McKelvey MS BS Ceremony, and McKelvey specific open house opportunities immediately following the University-wide Ceremony

• Oversees event planning related activities including but not limited to contract negotiations and managament, reserving event space, working with Marcom to create invitation, email distribution, project specific websites, project specific inboxes. Working with EIT to coordinate AV needs. Share awareness and coordinates services with campus support partners including but not limited to catering, facilities, cardaccess, zone managers, WUPD, Campus Event Management, the OUR, Parking & Transportation, Summer Programs for campus housing, and  groundskeeping.

• Recruit, train, lead & oversee event staff, volunteers, and vendors. This number flexuates depending on the anticipated number of guests, amount of parallel programming, the amount of days the event is held…it is not uncommon to oversee 50+ people

  Train new staff on the types of spaces in McKelvey Buildings, what can and cannot be scheduled in various types of space, and how to use the University space management reservation system when space is needed for department related activities, meetings, defenses, and events.

• Manage scheduling of shared resources including branded linens, school owned tables, coat racks, event signage, banners, easels, power cords, rugs, oversees key managaement . Monitor the condition of shared resources making recommendations for additional needs and replacements due to wear and tear.

• Manage school-wide room reservation system for al spaces within each engineering building. Serve as the main contact for internal and external requests. Maintain compliance with university space guidelines regarding building usage, alcohol, vendors, and minors. Create compliance check lists as related to engineering spaces for both internal and external users listing policies and procedures when using engineering spaces for events. (Events defined as anything other than an academic class.) Maintain and provide resource list with points of contact for parking & transportation, HES, AV/IT, card access, WUPD, and catering options. 

• Manage large event budgets, registration revenue, and expenses. Manage billing as needed. Establishes timelines, logistical plans, creates & monitors registration surveys & event communication. assist with securing speakers, creating seating plans, creates and shares final run of show including vendor timing

• Performs other duties as required.

Working Conditions:
Job Location/Working Conditions

• Flexibility to work outside normal business hours including early morning, late evening and weekends as needed

Physical Effort

• Ability to travel to on- and off-campus locations as required

• Typically sitting at desk or table

• Repetitive wrist, hand or finger movement

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:

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:

Event And/Or Meeting Planning (2 Years)

Skills:

Not Applicable

Driver's License:

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

More About This Job

WashU seeks highly motivated individuals who are able to perform duties in a manner consistent with our core mission and guiding principles.

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:

Adaptability, Budget Control, Complex Systems, Deadline Management, Detail-Oriented, Guest Service, Interpersonal Communication, Microsoft Office, Multitasking, Optimistic Attitude, Oral Communications, Organizing, Proactive Approach, Results-Oriented, Self Motivation, Stress Management, Teamwork, Workload Prioritization, 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.