Coordinator, Eliot Society Programs - University Advancement

Location: St. Charles

## Coordinator, Eliot Society Programs - University Advancement Apply:
On Campus/Onsite:
Washington University (West Campus), Clayton, Missouri:
Full time:
Posted Today:
JR97726#
** Location
* * SAINT LOUIS, MO 63105#
** Scheduled Hours
** 37.5#
** Position Summary
** 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.#
** Job Description
**** Primary

Duties & 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.
* Event Planning Support:
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.
* Logistical Coordination:
Coordinate venue logistics, including space setup, event flow, transportation, parking services, and other operational details to ensure a smooth and professional guest experience.
* Budget Tracking:
Monitor event budgets closely, track expenses, and maintain accurate records to support responsible financial management for each event.
* Invoice Processing:
Process invoices and payments related to event services and vendors in a timely and accurate manner, ensuring proper documentation and follow-through.
* Registration Management:
Manage RSVP tracking for events, including updating attendee lists, monitoring responses, and providing accurate attendance information to support event planning and execution.
* Web Platform and Program Management:
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.
* Event Briefings:
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.
* Communications Lead:
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.  
*
* Working Conditions:

** Job Location/

Working Conditions:

* Normal office environment
* Ability to travel to various on- and off-campus locations
* Available to work overtime, evenings and weekends as necessary  Physical Effort:
* Typically working at desk or table
* Repetitive wrist, hand or finger movement
* Occasional lifting (25 lbs. or less)
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:

** High school diploma or equivalent high school certification or combination of education and/or experience.
** Certifications****/Professional Licenses****:
** No specific certification/professional license is…