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.
The Associate Director of Special Events reports to the Senior Associate Director of Special Events.� The role of the Associate Director is to plan and implement key events designed to cultivate, maintain and strengthen alumni, parent and friend ties to the University.� Oversee or assist with all aspects of event planning.
PRIMARY DUTIES AND RESPONSIBILITIES:
Oversee and manage special events for the University Advancement programs - Coordinate with the schools on events including but not limited to: professorship installations, building groundbreaking ceremonies, building dedication ceremonies, scholarship dinners, Distinguished Alumni Award dinners, and other university-wide events involving University Advancement Programs. Assist teams in transition with the management of key events. Organize monthly or bi-monthly roundtable discussions among school directors that oversee Scholarship and Distinguished Alumni Awards programs.
Provide assistance to the Senior and Associate Directors of Special Events with various event planning related activities, including but not limited to contract negotiations, reserving event space, creating invitations, overseeing data for invitation lists, coordinating and supervising mail house projects, creating timelines, establishing logistical plans, securing speakers, creating seating plans, and assisting with talking points.
Oversee the ongoing management of the Special Event protocols for Advancement, making changes and updates as needed. Manage the publishing process and upkeep of these documents and regularly distribute new information to events staff, including regular updates to the UMT and UC list from the chancellor’s office.
Vendor Relations/Contract Negotiations - Work with the schools and vendor partners to ensure we are receiving consistent pricing among the seven schools.� Act as the university liaison when we are experiencing concerns with vendor partners.� Work with school event staff to ensure we are receiving the best pricing, that they are requesting multiple bids and contracting for appropriate goods and services.� Review contracts for schools and programs.
Perform other duties as assigned.
Bachelor’s degree with a minimum of three years of experience in event planning, development, or advancement or related field.
Demonstrated strength in organizational and project management skills.
Familiarity with and appreciation for the mission of Advancement Programs and the activities of the department.
Desire to play a meaningful role in the University’s community and to share in the community’s commitment to education and research.
Outstanding oral and written communication skills.
Ability to work successfully with administration, faculty, alumni, parents and volunteers as appropriate.
Ability to listen carefully, learn quickly, and work effectively in a complex organization.
Exceptional interpersonal skills; demonstrated ability to build and maintain relationships.
Ability to prioritize and multi-task effectively.
Desire and ability to work collaboratively with colleagues across development offices, as well as independently.
Ability to stay task-oriented without supervision.
Honesty, integrity, and enthusiasm; a very strong work ethic, supported by commitment and follow-through.
Knowledge of and proficiency with computer software (Microsoft Word, Excel, Outlook, PowerPoint, FileMaker Pro) and standard office equipment.
Experience in higher education.
Prior experience in event planning and management.
Prior experience in budgeting and forecasting.
Experience with email building software and/or graphic design.
The hiring range for this position is $52,943 - $60,000 annually.
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.
Internal Applicant Instruction:
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.
This position is full-time and works approximately 37.5 hours per week.
Department Name/Job Location:
This position is in the Department of University Advancement. This position is for the Danforth Campus.
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.