Coordinator of Events & 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

Primary Duties & Responsibilities

Support strategic initiatives through coordination of strategic on-campus recruitment and yield events.

• 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.

Support 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 appropriate locations that meet accessibility and budget constraints; 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” documentation and event-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.
• Events include, but are not limited, events for prospective students, parents, and school counselors.
• 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.

Track and manage 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.

Performs 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.
• Ability to lift/move items up to 20 lbs.

Preferred Qualifications

• Bachelor’s degree.
• Familiarity and/or experience with specialized computer programs, such as CRM technology, is helpful, though not required.
• Experience managing projects and project members responsibilities from start to finish.
• Expertise with software including Excel, MS Word, and PowerPoint, Teams, Outlook, Zoom.
• Flexibility and the ability to quickly change directions essential.
• Excellent customer service and communication skills, with experience in customer service.
• Must have demonstrated attention to detail and high professional standards.
• Must be able to balance many tasks at one time and meet deadlines.
• Must be a 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.

Required Qualifications

• High school diploma or equivalent high school certificate.
• Three years of event and/or meeting planning experience or related experience.

Grade

G08-H

Salary Range

$20.15 - $31.26 / 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.

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.

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.

• Want to Live Near Your Work and/or improve your commute? Take advantage of our free Metro transit U-Pass for eligible employees. We also offer a forgivable home loan of up to $12,500 for closing costs and a down payment for homes in eligible neighborhoods.

• 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/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 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.

Diversity Statement

Washington University is dedicated to building a diverse 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.