Dean's Suite Projects and Events Coordinator - Sam Fox

Scheduled Hours
37.5

Position Summary
This position coordinates projects, manages event rentals including events staff, and provides high-level administrative support in the Office of the Dean. The position also serves as an office coordinator for the Weil Hall Dean’s Suite and monitors the overall use and upkeep of Weil Hall.

Job Description

Primary Duties & Responsibilities:

Administrative and Strategic Projects

• Drafts, edits, proofs, prints, and archives School documents and correspondence for the Dean and Associate Dean.
• Supports the development of presentations and reports for the Sam Fox School such as the Sam Fox school annual report In Review, accreditation reports, special university reports, and alumni data tracking.
• Supports administrative activities required for faculty tenure and promotion cases in the Office of Dean.
• Supports development of policy statements surrounding documents coming from the Office of the Dean.
• Supports work toward the development and tracking of the school's strategic plans.
• Works closely with the Associate Dean to organize symposia, alumni events, or other functions as needed.

Space and Event Management

• Develops and manages event rental protocols for the Sam Fox School’s primary rental spaces including Steinberg Auditorium and Kuehner Court; reviews and approves rental applications, ensures fees are billed and collected as needed, works with rental clients to ensure successful rental relationships.
• Hires and supervises graduate student Event Space Managers working evening and weekend events.
• Serves as a primary point person for the Event Management System for the Sam Fox school; updates and troubleshoots the EMS system as needed in partnership with IT and the university’s event management office.
• Manages the Sam Fox Comprehensive Calendar Committee and Outlook calendar to ensure coordinators and offices are aligned with events and space needs.
• Attends East End Partners meeting to ensure school events are shared with the larger Danforth community.
• Reviews and collaborates with Communications to maintain the Sam Fox school master calendar and administrative information on the school’s intranet and external website.
• Manages small events in the dean’s suite and Weil Hall, including meals for meetings and staff and faculty celebrations.
• Plans and executes Sam Fox school events as assigned.

Dean’s Suite and Building Coordination

• Monitors day-to-day upkeep of Weil Hall and ensures that spaces are in line with building expectations; reports issues to Sam Fox school facilities/university facilities as needed.
• Ensures that the Dean’s Suite is physically maintained in line with the Dean’s expectations.
• Oversees office and hospitality supplies in the Dean’s Suite; orders and organizes supplies as needed.
• Greets guests to the Dean’s Suite and serves as a first point of contact for prospective students and families.
• Monitors deliveries and vendors in Weil Hall.
• Serves as a backup point of contact for AV concerns in Weil Hall.
• Manages key check-outs, Schnucks Card check-outs, parking validations, and mailing and postage records.

Dean’s Office Program Management

• Supports Deans Office programs including Faculty Research Lunches and Graduate Ambassador Fellows programs.
• Supports management of the Graduate Ambassador Fellows program by processing stipends and developing annual roster.

National Council Meetings

• Coordinates the preparation of documents for Council members.
• Supports the development of meeting presentations.
• Takes meeting notes and prepares meeting minutes.
• Plans Council meeting logistics and luncheon with Associate Dean and Advancement, including working with vendors, coordinating rentals, and overseeing day-of event flow.

Sam Fox School Staff Meetings, Retreats, and Other Activities

• Supports the planning, scheduling, and announcement of monthly Sam Fox School staff meetings.
• Takes meeting minutes; distributes and archives minutes.
• Supports the planning and implementation of staff retreats; records outcomes.
• Oversees new-hire Staff Buddy Onboarding and related processes and administrative updates including updating the staff directory.

Sam Fox School Seed Grant Activities and Faculty Reporting

• Updates and promotes annual Sam Fox School seed funding applications, including Creative Activity Research Awards, Teaching Development Awards, Faculty Dissemination Awards, Staff professional and personal growth awards, and Student Travel Awards.
• Collects and tracks grant applications and coordinates communication for grant awardees.
• Oversees the development and annual updates to a Sam Fox school seed grant archive.
• Supports faculty annual reports and tracks annual faculty data.

Performs other duties as assigned.
 

Working Conditions:
Job Location/Working Conditions

• Normal office environment

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:

No specific certification is required for this position.

Work Experience:

Relevant Experience (3 Years)

Skills:

Not Applicable

Driver's License:

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

More About This Job

Preferred Education/Experience – Bachelor’s degree with 1-2 years of related higher education experience. Previous experience writing, proofreading, and editing documents and creating presentations for a high-level executive. Previous event planning and management experience. Previous document design and Word Press/content management system experience.

Preferred Qualifications

Education:

No additional education beyond what is stated in the Required Qualifications section.

Certifications:

No additional certification beyond what is stated in the Required Qualifications section.

Work Experience:

No additional work experience beyond what is stated in the Required Qualifications section.

Skills:

Adobe Acrobat, Computer Literacy, Confidentiality, Deadline Management, Detail-Oriented, Interpersonal Communication, Learning Quickly, Microsoft Excel, Microsoft PowerPoint, Microsoft Windows, Microsoft Word, Multitasking, Online Meeting Software, Organizing, Professional Etiquette, Teamwork, Working Independently, Written Communication

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? We’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 and especially encourages applications by those from underrepresented groups. It is the University’s policy to provide equal opportunity and access to persons in all job titles without regard to race, ethnicity, color, national origin, age, religion, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or genetic information.

Washington University is dedicated to building a community of individuals who are committed to contributing to an inclusive environment – fostering respect for all and welcoming individuals from diverse backgrounds, experiences and perspectives. Individuals with a commitment to these values are encouraged to apply.