Coordinator, Eliot Society Programs - University Advancement

Washington University in St Louis • Clayton, MO

4d • Onsite

About The Position

Reports to Director of Eliot Society Events. The role of the coordinator is to assist with staffing, planning and implementing special events and ceremonies designed to cultivate, maintain and strengthen student, alumni, parent and friend ties to the University. When assigned, support for on-site presence during evening events and weekend programming will be required.

Requirements

• High school diploma or equivalent high school certification or combination of education and/or experience.
• Relevant Experience (3 Years)

Nice To Haves

• Advanced knowledge of SharePoint, MyEmma, Advancement Form, donor databases and other digital communication tools, and ability to learn other appropriate technology.
• Demonstrated ability to build and maintain relationships with alumni and friends of all ages and professions.
• Ability to work collaboratively with Advancement colleagues, academic leaders and faculty, students, and volunteers.
• Sensitivity to the needs and mission of WashU and understanding of the importance of university relationships with alumni and partners.
• Ability to use technology to manage prospect data and programs including strong computer skills.

Responsibilities

• Provide logistical oversight to Eliot Society and Leadership special events and engagement opportunities, in St. Louis and regionally. Duties may include coordination of logistics such as event timelines, venue scouting, communication and invitation process, reservation management and design, onsite setup, budgeting, catering, audio-visual and technical planning, other vendor arrangements, and post-event evaluation.
• Plan and coordinate 2–3 Eliot Society events in partnership with the Director of Eliot Society Events, helping to manage timelines, planning details, and execution from start to finish.
• Coordinate venue logistics, including space setup, event flow, transportation, parking services, and other operational details to ensure a smooth and professional guest experience.
• Monitor event budgets closely, track expenses, and maintain accurate records to support responsible financial management for each event.
• Process invoices and payments related to event services and vendors in a timely and accurate manner, ensuring proper documentation and follow-through.
• Manage RSVP tracking for events, including updating attendee lists, monitoring responses, and providing accurate attendance information to support event planning and execution.
• Maintain and update event websites and registration platforms, including ARCH, Adv Form, Marketing Cloud, and other related systems, to ensure information is accurate and current.
• Draft clear and detailed event briefings for internal stakeholders, providing key information on event goals, logistics, schedules, and responsibilities to support successful planning and execution.
• Serve as the primary point of contact for event-related communications, drafting and distributing invitations, reminders, event details, and follow-up messaging to ensure timely, accurate, and consistent outreach to Eliot Society members and Leadership constituents and guests.

Benefits

• Up to 22 days of vacation, 10 recognized holidays, and sick time.
• Competitive health insurance packages with priority appointments and lower copays/coinsurance.
• Free Metro transit U-Pass for eligible employees.
• Defined contribution (403(b)) Retirement Savings Plan, which combines employee contributions and university contributions starting at 7%.
• Wellness challenges, annual health screenings, mental health resources, mindfulness programs and courses, employee assistance program (EAP), financial resources, access to dietitians, and more!
• 4 weeks of caregiver leave to bond with your new child.
• Family care resources are also available for your continued childcare needs.
• Adult care resources.
• Tuition coverage for you and your family, including dependent undergraduate-level college tuition up to 100% at WashU and 40% elsewhere after seven years with us.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED