Scheduled Hours

37.5

Position Summary

Oversees and manages high-caliber events, including domestic and international conferences for departments, high-profile functions in the Deanâ™s Office, and significant events for strategic and research initiatives in the School of Arts and Sciences. Strategically develops and executes plans that include logistics, budgeting, space planning, vendor management, program details, internal and external communications, event follow-up, and all other details to ensure successful events.

Job Description

Event Planning

• Strategically plans events in support of the overall A&S vision, mission, and values, ranging in size from 10 to 500 attendees.

• Maintains events calendar, ensuring that there are no conflicts and that events are on the appropriate attendeesâ™ calendars.

• Collaborates and strategizes with necessary staff, faculty, and A&S leadership to determine the type, scale, and tone of events.

• Assists with developing long-term and short-term goals and plans for events.

• Independently facilitates and manages planning meetings with committees and volunteers; develops agenda and supporting documents and advises on best practices.

• Oversees fiscal responsibility for the event budget: develops event budget, tracks expenses, and ensures budget is adhered to.

Event Management

• Manages all aspects of planning for both internal and external events, special functions, and domestic/international conferences, etc.

• Delegates tasks as needed.

• Plans for all related logistics, ensuring space needs, reservations, appropriate permits, consideration of applicable safety precautions, parking, vendor management, food, florals, and all other related details.

• Oversees event set-up, tear-down, registration, audio-visual, food, and beverage.

• Orders and maintains all event and conference supplies.

• Builds relationships with university partners across schools and departments, and with external vendors and attendees.

• Researches potential venues and negotiates/maintains relationships with vendors and venue staff.

• Oversee the publication and promotion of events, including developing email invitations, programs, websites, flyers, signage, registration, and determining photography needs and scheduling. Collaborates with A&S MarComm team on developing social media campaigns.

• Administers conference software, as applicable. Tracks RSVPs, etc.

• Provides oversight of teams of staff and/or student volunteers to effectively support the rollout of events and activities.

• Develops volunteer materials (schedules, list of responsibilities, event information, etc.) and ensures appropriate training and clarity of information.

• May hire, train, supervise, and evaluate student workers.

• Reviews and analyzes post events (using surveys and debriefings) to determine successes, challenges, and future event improvements.

• Performs other duties as assigned.

Working Conditions:
Job Location/Working Conditions

• Normal office environment

• Ability to move to on and off-campus locations

Physical Effort

• 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:

Bachelorâ™s degree or combination of education and/or experience may substitute for minimum education.

Certifications:

No specific certification is required for this position.

Work Experience:

Event And/Or Meeting Planning (4 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 beyond what is stated in the Required Qualifications section.

Certifications:

Certified Meeting Professional (CMP) - Meeting Planners International (MPI)

Work Experience:

No additional work experience beyond what is stated in the Required Qualifications section.

Skills:

Adaptability, Adobe Creative Studio, Cross-Team Communication, Customer Care, Data Entry, Deadline Management, Decision Making, Editorial Calendars, Event Logistics, Interpersonal Communication, Large Group Presentations, Microsoft Excel, Microsoft PowerPoint, Microsoft Word, Oral Communications, Presenting to Groups, Problem Solving, Social Media, Task Organization, Written Communication

Grade

G11

Salary Range

$53,100.00 - $90,600.00 / Annually

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? Weâ™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/AA 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 Universityâ™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.

Diversity Statement

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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