Scheduled Hours

40

Position Summary

This position assists with program marketing outreach, communication with prospective applicants, current students, patients and referring physicians through various print, electronic, and web based avenues as well as personal contact via special events. Position is responsible for the coordination and oversight of program events and assists with audio visual needs.

Job Description

This position requires weekend and/or evening work related to program events/courses.   

 

Primary Duties and Responsibilities

Marketing, Outreach, and Communications:

• Coordinate the production of copy, art and other elements throughout the website development process.

• Ensure that all website content is uploaded to the site on a timely basis, refreshed and updated according to the content schedule and that information and its design flow adheres to university brand standards and best practices.

• Perform regular checks to ensure site is functioning properly and that data is accurate and up-to-date.

• Assist with marketing and recruiting budgets, update materials to be used in marketing, public relations, business, clinical practice, and imaging of the program; support content management of the program website and social media marketing tools; assist with tracking mechanisms to collect data to better target marketing efforts.

• Provide coordination and marketing support for program events.

• Attend and coordinate photo and video shoots as necessary to support the Marketing Manager.

• Collaborate with marketing partners to ensure brand and message alignment.

• Assist with development of academic and alumni donor letters.

• Attend required marketing meetings to record minutes and maintain appropriate files.

Graduate Program Administration:

• Successfully support marketing and recruitment on campaign development and execution, with attention to detail, project milestones and deadlines.

• Assist student recruitment and admission team in understanding campaigns and timelines.

• Assist with recruitment activities and outreach, assist with prospective student visits, and assist the program at orientation, commencement and other events.

• Organize and maintain files; coordinate incoming and outgoing communications; and maintain electronic files for student statistics.

• Assist with Ph.D. application processing.

• Assist Ph.D. Program Coordinator in working with The Graduate School and International Scholars office from admission to enrollment of new students.

Event Coordination:

• Work with various faculty, staff, students, departments, and external organizations to coordinate or assist in coordination of program events. Primary coordinator for the following events:  MSI courses, research seminars, and holiday party/years of service. 

• Assist with coordination of the Sahrmann lectureship, SJR symposium, DPT orientation/picnic, graduation, DPT preview/open house, fellowship courses, Ph.D. defenses, run for research, continuing education courses, and all other breakfasts/lunches/awards and events/courses hosted by the program.

• Order food, coordinate any needs specific to security and transportation, and coordinate staff support for events.

• Collect payments and request refunds.

• Distribute, collect, and compile course evaluations (utilizing the online tool, Qualtrics).

• Ensure/oversee completion, by appropriately delegating the following tasks to the correct staff members: registration confirmations/letters, handouts/packets, preparation of nametags, collection of speaker CV for any course with continuing education credits (CEUâ™s), CEU certificates/sign in sheets, signage, receipts, room scheduling and/or outside facilities reservations. Ensure that CEUâ™s are created, distributed, and retained for participants Program in Physical Therapy hosted courses.

• Oversee and coordinate schedules and activities for work-study students assigned to events.

• Ensure the Special Projects Assistant has coordinated students to arrange tables and seating and has handled any necessary facilities items.

• Work with Marketing/Recruitment Manager to determine target market, advertising plan, and content of course to ensure information is updated to the program website. 

• Maintain events and continuing education courses on the programâ™s calendar of events and School of Medicine calendar.    

• Perform other duties as assigned.

Audio Visual Technology Support:

• Support classroom lecture capture and video archiving.

• Ensure program users are trained and supported in operating audio visual equipment and software.

• Support web conferencing services for program-wide meetings and seminars. 

Working Conditions

This position is typically sitting at a desk; however, errands, facility requests, and event work does require walking and/or standing for long periods of time. This position requires moving boxes, tables, chairs, etc., with bending, crouching, and stooping.  

Preferred Qualifications

• Bachelor's degree.

• Five years of experience.

• Experience with Washington University accounting systems and/or knowledge/experience with university accounting systems (FIS/AIS/FOCUS/RAPS).

• Highly organized with exceptional time management skills with the ability to prioritize the multifaceted workload and handle a variety of responsibilities in a calm and flexible manner. 

• Excellent interpersonal and customer service skills with the ability to interact professionally and courteously, in a team environment, with faculty, staff, students, guests, and external customers.   

• Excellent computer and typing skills.

• Proficiency with Word, Excel, and e-mail.

• Detail-oriented, accurate, and thorough and have the ability to work independently and within a team, multi-task, and follow through on assignments in a timely manner.

• Demonstrated ability to coordinate and organize meetings and/or special events. 

• Excellent written and oral communication skills, proofreading skills, and the ability to maintain confidentiality. 

• Customer service-oriented leader with outstanding interpersonal skills.  

Required Qualifications

Bachelorâ™s degree plus three years of experience in communications, employee engagement, marketing, event planning, or related field; or equivalent combination of education and experience.

Grade

G09

Salary Range

$43,400.00 - $71,700.00 / Annually

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.

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.

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

Washington University in St. Louis is committed to providing a comprehensive and competitive benefits package to our employees. Benefits eligibility is subject to employment status, full-time equivalent (FTE) workload, and weekly standard hours. Please visit our website at https://hr.wustl.edu/benefits/ to view a summary of benefits.

EEO/AA 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 Universityâ™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.

Diversity Statement

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

Applicant Instructions

When you are ready to apply, creating an account only takes a minute. Your account creates a candidate home page which we will use to communicate with you and allows you to apply for jobs and view your application statuses. The first page of the application offers two âœQuick Apply❠options. Quick Apply allows you to either use a previous application or create a new application using a resume to populate the work experience and education sections of your job application. If using a resume to populate your application, check to ensure the application fields populated accurately. You may skip the âœQuick Apply❠page by clicking âœNext❠at the bottom of the page. Documents may be uploaded in the My Experience section of the application. You also have the option to apply with a LinkedIn feature, which allows you to apply by using your LinkedIn profile to populate some of the job application fields.

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