The Events Specialist owns and supports the planning and executing of a broad range of events including high profile events, large conferences, workshops, lectures, career fairs, industry events, lunches, meetings, and special projects throughout the McKelvey School of Engineering.
Primary Duties & Responsibilities
Internal Resource Management: Manages school-wide room reservation system for all premium spaces within each engineering building.Â Serves as the main contact for internal and external requests.Â Maintains compliance with university space guidelines regarding building usage, alcohol, vendors, and minors.Â Creates compliance check lists as related to engineering spaces for both internal and external users listing policies and procedures when using engineering spaces for events.Â (Events defined as anything other than an academic class.) Maintains and provides resource list with points of contact for parking & transportation, WFF, AV/IT, card access, WUPD, and catering options.Â Manages billing as needed.
Manages scheduling of shared resources including branded linens, school owned tables, coat racks, event signage, banners, easels, power cords, rugs, keys using a check in/check out system. Monitors the condition of shared resources making recommendations for additional needs and replacements due to wear and tear.Â
Large Event and Conference Support: Provides event planning support to the Operations & Events Manager assisting with the overall planning and organizing of larger events and conferences with long and involved planning cycles.Â Sends requests for proposals for off campus venueâ™s, catering, convention services equipment rentals, event childcare, local Saint Louis attractions, large transportation needs, photography, videography, and entertainment.Â Researches viable conference dates for larger on campus events including space, food service, parking, and on campus housing.
Event Ownership: Responsible for all planning, logistics, and fulfillment of Women & Engineering student events. Examples include W&E semester kickoff event, W&E semester social event, Student/Alumnae Roundtable, Implicit Bias Workshop, professional development events, student & alumnae mixers, lunches & dinners associated with programming, monthly lunches, annual Leadership Summit and other events as scheduled.
Establishes relationships with campus service providers including supervisors and their support teams for example WFF, CardAccess, Bon Appetit when necessary, Event Management, and WUPD.Â Meet and discuss best practices.Â Determines the best ways to communicate specific needs working within the parameters of their service.Â Often asking how can I help you, help me?Â
Participates in university wide training opportunities for EMS, space management system.
Actively participates in university initiatives for event planners. Asks questions, find out who, what, why, and how other schools in the university operate within the event environment.Â Asks for recommendations. Which vendors have they had favorable and unfavorable experiences with, etc.
Establishes and maintain relationships with external constituents and partners.Â Stay current with vendor representatives, new venues, new event service providers building and maintaining a large up to date tool box of resources.
Performs other duties as assigned
Bachelorâ™s degree with five years of event planning experience and experience working in higher education.Â
Excellent oral and written communications skills; strong attention to detail with ability to multitask in a fast-paced environment.Â
Superior organizational skills.
Self-motivated individual driven by challenge with the ability to âœthink on their ownâ work independently with a high degree of reliability, accuracy and productivity.Â Ability to meet deadlines, manage event budgets, and keep complete and accurate expense records.
Ability to handle confidential information responsibly.Â
Ability to work flexible schedule with potential evening, morning and weekend event schedules.Â
Excellent interpersonal, customer service.
Strong organizational skills, with a demonstrated ability to manage a complex calendar, complex events, complex travel arrangements and multiple tasks in an efficient manner.
Ability to prioritize tasks, balance multiple priorities, meet deadlines and stay within budget.
Strong verbal and written communication skills.
Works well under pressure with challenging deadlines, yet remains professional and composed.
Superb organizational and prioritizing skills; attention to detail, quality and accuracy.
Have a positive and adaptable approach to problem solving.
Be enthusiastic, self-motivated and outgoing.
Be able to establish production relationships with people at all levels.
Team player, results oriented individual.
Can be âœhands onâ when necessary.
Proficiency in Microsoft Office (Word, Excel, PowerPoint).
Bachelorâ™s degree and two years event or meeting planning experience or combination of education and experience equaling six years.
Experience with working with multiple stakeholders.
$21.60 - $33.45 / HourlyThe 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.
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.
Washington University in St. Louis is committed to providing a comprehensive and competitive benefits package to our employees. Benefits eligibility is subject to employment status, full-time equivalent (FTE) workload, and weekly standard hours. Please visit our website at https://hr.wustl.edu/benefits/ to view a summary of benefits.
Washington University is an equal opportunity and affirmative action employer. All qualified applicants will receive consideration without regard to an individualâ™s sex, race, color, religion, age, disability status, protected veteran status, national or ethnic origin, gender identity or expression, sexual orientation. Women, minorities, protected veterans and the disabled are strongly encouraged to apply.
Washington University is dedicated to building a diverse community of individuals who are committed to contributing to an inclusive environment â“ fostering respect for all and welcoming individuals from diverse backgrounds, experiences and perspectives. Individuals with a commitment to these values are encouraged to apply.
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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.