Event Coordinator I - EPO-Medicine

Position Summary

The Events Coordinator I – 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

Primary Duties & Responsibilities:

Event & Program Coordination

• Provide day-to-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, follow-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 department-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.

Required Qualifications

Education: High school diploma or equivalent high school certification or combination of education and/or experience.

Work Experience: Event And/Or Meeting Planning (3 Years)

Preferred Qualifications

Some college-level or equivalent coursework.

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