Washington University is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity or expression, national origin, genetic information, disability, or protected veteran status.
This position is full-time and works approximately 40 hours per week.
Department Name/Job Location:
This position is in the Department of Neurology. This position is for the Medical School Campus.
The Event Specialist is responsible for successful planning and execution of all events and activities, on and off campus and non-local, in accordance with budget guidelines and Washington University standards, as well handling website duties and communications/publications related to marketing and promotion. Position assists with office management activities including maintenance of leadership and department calendars, office and facilities maintenance, and administrative tasks. The position requires an individual with strong critical thinking, communication and organizational skills, and exceptional writing skills.
The DIAN-TU is the coordinating center for major drug trials for the prevention of Alzheimer’s disease. The DIAN-TU, including the DIAN-TU Trial, is funded through a partnership between Washington University, the Alzheimer’s Association, pharmaceutical companies, philanthropic foundations and the National Institute on Aging. Washington University (DIAN-TU) will serve as the regulatory sponsor and FDA IND holder for the trial(s).
PRIMARY DUTIES AND RESPONSIBILITIES:
Schedules and coordinates all events in accordance with directives provided by the Director and/or other leadership including regular internal, domestic and international scientific meetings, teleconferences and webinars; maintains event calendar; anticipates all event details and ensures they are addressed, including working with internal University and external vendors to secure venues, catering, AV,and other needs, managing invitations, invitee responses, and relaying all details to the necessary parties. Meeting attendees include internal faculty and staff, Pharma partners, collaborating research sites, other researchers, funding agencies, regulators, donors and external consultants. This work also includes maintaining schedules and calendars for the DIAN-TU Director and Associate Director, general meeting coordination for the DIAN-TU, and managing scheduling of the DIAN-TU conference rooms and webex/teleconference system.
Coordinates visits/meeting arrangements for Academy guests and guests visiting on behalf of the VC of International Affairs, including arranging travel, accommodations, transportation, itineraries, and travel reimbursement. This position will be responsible for coordinating Dr. Bateman’s travel and travel reimbursements including domestic and international trips with multiple destinations (e.g. countries) and reimbursement from multiple parties.
Manages and maintains accurate accounting and budget-related records pertaining to events and expenses; works with University accounting system to initiate processing of payments for event-related services. Administers/prepares reports, minutes, correspondence, lectures and administrative materials required for the direction of the department.
Manages all related marketing and publication materials – serves as primary point of contact for correspondence with pharmaceutical companies, collaborating researchers, external consultants and internal WU faculty and staff; manages website content and works with University web developers and technology departments to ensure website is consistently maintained and current including translation in multiple languages.
Day of meetings requires registration, serving as liaison with hotel for meeting details and checking meeting/banquet room set-ups; coordinates participant lists and sign-in sheets, name badges; prepares and distributes meeting materials; organizes audio/visual needs, catering food, parking validation, and other special services depending on the venue; coordinates follow-up survey/questionnaire with attendees and companies.
Works with other staff on various other regular events/ongoing projects that support and promote the mission including maintenance of the Director and Associate Director’s CV, biosketch, disclosure documents, memberships, societies, licensures, etc. Provides staff support during vacation/illnesses.
Provides assistance in the day-to-day administration of department. Monitors the general maintenance of the DIAN-TU space, notifies maintenance of problems, places work orders, orders office supplies, and follows-up with housekeeping on the completion of tasks.
High school diploma with 5 years of related experience in an office environment and arranging meetings with and large events with many details; experience/knowledge of web development tools and content management software.
Bachelor’s degree and at least 3 to 5 years of experience with University operations and standards as they pertain to event planning and project management.
Previous experience with FIS and other University systems.
Proficient with PC-based programs such as Microsoft Word, Excel, PowerPoint; effective written, verbal, and interpersonal communication skills/abilities are required.
Attention to detail and an ability to take initiative and work independently on own or on elements of group projects without extensive direction.
Must be well-organized and able to effectively manage time and execute multiple tasks with varying priority levels and degrees of complexity.
High level of professionalism, diplomacy, confidentiality, and patience in handling matters related to University administrators, faculty, students and high-level external contacts are necessary.
Must be creative, resourceful, and dependable, and capable of handling a high volume of work while initiating new projects with short completion goals or limited time available to coordinate and execute.
The hiring range for this position is $21.18 - $26.99 per hour.
All external candidates receiving an offer for employment will be required to submit to pre-employment screening for this position. Current employees applying for a new position within the university may be subject to this requirement. The screenings will include a criminal background check and, as applicable for the position, other background checks, drug screen, 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.
Please attach a copy of your most current signed performance evaluation (completed within the last 18 months) to your online account. If you have not received a performance evaluation, you may provide two current signed letters of recommendation (written within the last 18 months), preferably to include one letter from either a current or recent former supervisor. To attach these documents, go to: My Career Tools, Add Attachment, Attachment Type – Performance Reviews or Letters of Recommendation.
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.