Scheduled Hours

37.5

Position Summary

The Project Coordinator manages strategic and special projects (including the Center’s project “The Engaged City”) and provides executive level administrative support for the Center. The Project Coordinator provides proactive, responsive, and effective support to the leadership team and serves as a central resource for the coordination of the Center’s administrative special project needs and directives. This position will oversee several ongoing initiatives. This position is also responsible for a broad range of high-level administrative duties and must exercise sound judgment in decision-making and have an ability to establish priorities when completing work assignments.

The Project Coordinator will also serve as a project leader for various strategic initiatives and events sponsored by the Center. They will collaborate with the Senior Associate Director to develop and maintain priorities. The Project Coordinator also coordinates the Center’s communications, including managing website content and maintenance, executing mass communications (newsletters, announcements, and event promotions), monitoring analytics, and handling daily email correspondence.

Job Description

Project Oversight and Management

• Manages key initiatives for special projects. 

• Conducts data collection, management and analysis to inform strategic decision making and resource allocation.

• Participates actively in organizational initiatives and projects, by establishing objectives, determining priorities, leading teams, and problem-solving.

• Coordinates various components of daily activities for the Center’s Engaged City project — schedule meetings, coordinate speaker events, manage timeline and details of community seed grant competitions.

• Coordinates Community-Fellow-in-Residence Program.

• Manages content for the Engaged City online.

• Prepares regular reports for any special projects.

• Drafts presentations and communications for various audiences communicating information and importance of the project.

 

Administrative Coordination

• Manages Center calendar responsible for scheduling calls, meetings, and correspondence, and prepares meeting materials and follow-up documents.

• Drafts and initiates correspondence on behalf of the Center; drafts reports and other written materials.

• Participates and acts as rapporteur for Office/ Leadership and Committee meetings, responsible for all follow-up action items.

• Coordinates and plans, in collaboration relevant staff, and speaking agenda and related support.

• Manages program and project accounts and processes travel arrangements and reports; serves as the Associate Director’s delegate in selected systems and reconciles/approves transactions for both and direct reports as needed.

• Creates high-level design of PowerPoint presentations and is able to understand and create the proper look and feel for internal or external audiences with advanced, effective, dynamic and well thought out presentations.

• Researches and creates preparatory outlines for presentations, including charts, graphs and diagrams as needed.

• Stays abreast of news, updates and changes on the campus.

• Fact checks presentations prepared for and by others.

• Prepares and sends information needed for meetings to attendees.

• Manages materials and supplies for the office. 

Communications Coordination 

• Manages and maintains the Center’s website, including regular content updates, organization, and quality control. 

• Monitors and analyzes website performance and analytics to inform content and engagement strategies. 

• Coordinates, and implements web strategy.  

• Supports the development and execution of the Center’s communications strategy, including mass communications (e.g., newsletters, announcements, and event promotions). 

• Manages and executes mass email communications, including drafting, formatting, and distribution. 

• Serves as a primary point of contact for general inquiries.

 

Performs other duties as assigned.

Applicant Special Instructions:

Please include your resume and a one-page cover letter with your application.

Working Conditions:
Job Location/Working Conditions

• Normal office environment.

Physical Effort

• Typically sitting at a desk or table.

• Must be able to lift 20lbs and be able to walk up and down stairs as several event locations do not have elevator access.

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:

Relevant Experience (5 Years)

Skills:

Not Applicable

Driver's License:

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

More About This Job

Preferred Qualifications:

• Bachelor’s degree and three years of relevant experience strongly preferred.
• Prior experience in developing and managing projects.
• Experience with project management tools and applications.
• Demonstrated ability to exercise strict confidentiality.
• Ability to implement plans to reach organizational goals.
• Must be dependable, conscientious, thorough, accurate and reliable with respect to achieving the organization’s goals.
• Excellent spelling, grammar, punctuation and writing skills are essential.
• High level of professionalism and institutional enthusiasm.
• Ability to interact with tact and diplomacy and to communicate successfully and effectively with faculty, staff, students, alumni, and external visitors, and others.
• Excellent attitude and personality that takes ownership of projects and tasks.
• Self-starter.
• Able to establish and maintain excellent working relationships with all campus and external constituencies.
• Flexible and adaptable when managing daily needs.

Preferred Qualifications

Education:

Bachelor's degree

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:

Action Plan Implementation, Analytical Thinking, Communication, Confidentiality, Copy Editing, Creative Thinking, Deadline Management, Detail-Oriented, Diversity, Equity, and Inclusion, Effective Written Communication, Ethical Standards, Independent Decision-Making, Independent Judgment, Interpersonal Communication, Multitasking, Office Organization, Oral Communications, Prioritization of Tasks, Professional Judgement, Programmatic Strategy, Team Collaboration, Writing, Written Communication

Grade

G09-H

Salary Range

$23.37 - $36.19 / 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. 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, citizenship (where prohibited by federal law), age, religion, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or genetic information.