Scheduled Hours

40

Position Summary

The Events Coordinator I â“ Continuous Improvement plays a vital role in advancing the mission of the Enterprise Physical Operations (EPO) Department at WashU Medicine. This position provides comprehensive coordination, administrative, and logistical support to departmental events, meetings, and engagement initiatives. The role focuses on planning and executing high-quality events, supporting employee engagement, and ensuring seamless coordination of departmental programs and university initiatives.

Job Description

Event & Program Coordination

• Provide dayâ‘toâ‘day operational coordination for EPO programs, including People + Place, Training and Development, and Continuous Improvement initiatives.
• Manage event logistics, including scheduling, agenda development, room reservations, vendor coordination, catering, audiovisual setup, and event materials.
• Track event budgets and expenses, ensuring responsible fiscal management and adherence to departmental guidelines.
• Coordinate on-site event execution, including setup, troubleshooting, and post-event wrap-up.

Training & Logistics Support

• Provide end-to-end coordination for meetings, including calendar management, preparation of materials, and logistical arrangements.
• Maintain event and meeting calendars and ensure timely communication with stakeholders.
• Coordinate and support training sessions such as Facilities Management Professional (FMP) Training and Danforth technical trainings, including setup, followâ‘up, materials preparation, and catering.

Employee Engagement & Community Outreach

• Coordinate employee engagement events and initiatives, including Spirit Week, Kindness Day, holiday socials, retirement celebrations, campus tours, and recognition activities.
• Support community outreach efforts such as food drives, clothing donations, 50/50 raffles, and other departmentâ‘wide engagement events.
• Partner with HR and department leadership to support onboarding meetings, onboarding surveys, and recognition programs.

Communications & Reporting

• Assist with the creation and distribution of events and departmental communications, including flyers, internal announcements, employee surveys, and newsletters.
• Maintain accurate records of events, attendance, and feedback metrics.
• Support reporting and continuous improvement efforts by tracking KPIs, event outcomes, and departmental KPIs.

Administrative & Executive Support

• Manage scheduling, calendar coordination, contact lists, and distribution groups for the Executive Director, Administration & Campus Service Operations.

• Support team and program meetings, committee work, and associate work groups.
• Process office needs such as supply ordering, signage, badge/computer requests, and general office organization.

Collaboration & Cross Coverage

• Process office needs such as supply ordering, signage, badge/computer requests, and general office organization.

• Perform other duties as assigned in support of departmental and university objectives.

Working Conditions:
Job Location/Working Conditions

• Normal office environment.

Physical Effort

• Typically sitting at a desk or table.
• Repetitive wrist, hand, or finger movement.
• Ability to move to on and off-campus locations.
• Occasional lifting (25 - 50lbs.).

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 required for this position.

Work Experience:

Event And/Or Meeting Planning (3 Years)

Skills:

Not Applicable

Driver's License:

A driver's license is not required for this position.

More About This Job

Preferred Qualifications:

• Some college-level or equivalent coursework.

Preferred Qualifications

Education:

No additional education unless stated elsewhere in the job posting.

Certifications/Professional Licenses:

No additional certification/professional licenses unless stated elsewhere in the job posting.

Work Experience:

No additional work experience unless stated elsewhere in the job posting.

Skills:

Adaptability, Budget Control, Client Service, Customer Service, Deadline Management, Detail-Oriented, High Accuracy, Highly Developed Interpersonal, Microsoft Office, Organizational Commitment, Prioritization, Proactive Behavior, Problem Solving, Professional Integrity, Relationship Building, Results-Oriented, Self Motivation, Strive for Excellence, Teamwork, Workload Prioritization

Grade

G08-H

Salary Range

$21.17 - $32.85 / 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.

Questions

For frequently asked questions about the application process, please refer to our External Applicant FAQ.

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.

All qualified individuals must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship.

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.

• Take advantage of our free Metro transit U-Pass for eligible employees.

• 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? Weâ™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 Statement

Washington University in St. Louis is committed to the principles and practices of equal employment opportunity. It is the Universityâ™s policy to provide equal opportunity and access to persons in all job titles without regard to race, ethnicity, color, national origin, citizenship (where prohibited by federal law), age, religion, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or genetic information.

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