Who is Saint Louis University? Founded in 1818, Saint Louis University is one of the nation’s oldest and most prestigious Catholic universities. SLU, which also has a campus in Madrid, Spain, is recognized for world-class academics, life-changing research, compassionate health care, and a strong commitment to faith and service.
All About You
Under general supervision, coordinate and supervise all administrative and clerical functions related to the planning and implementation of physician and allied health workshops and large multi-day facility rentals. Handle all registration activities including web page creation and maintenance via registration software while compliant with SLU standards. Hire and supervise SLU student office workers. On a rotating basis provide managerial oversight for onsite events including days, evenings, and weekends. Candidate must be comfortable working in a bioskills lab setting and around human tissue.
ESSENTIAL JOB RESPONSIBILITIES
Job Responsibility
Event Coordination: Coordinates all logistics for workshops. Including catering, local transportation, hotel blocks and contracts, student staffing, preparation of faculty submitted course materials, name badges, attendance certificates, workshop evaluations, course outlines, participant/faculty list, CME sign-in sheets, etc. Working with PASE Director obtains approval from workshop faculty to share their presentations & syllabi for distribution to participants. Handles all financial transactions for workshop participants including tuition payments (full & partial), refunds (full & partial) and discount codes setup. Organizes and processes workshop faculty travel reimbursement, which includes communicating and collecting receipts from faculty, ensuring expenses meet University policies, and accurately submitting data into Workday in a timely manner. Also, submits all receipts and invoices for workshop and event expenses, such as catering, office supplies, and local transportation to PASE Business Manager or Director. Handles all communication (email and phone) with participants or prospective participants. Outbound communication covers course registration confirmation, transportation schedule, faculty submitted course materials, special requirements, workshop outline, payment reminders and collections, etc. As part of a rotating group of PASE coordinators serve as an onsite manager for onsite events including days, evenings, and weekends.
Registration: Using Cvent software, creates on SLU/PASE website for every workshop: a cover page with subordinate pages containing course brochure, additional information appropriate to that workshop, registration page, hotel information and associated links and other information as required. Maintain PASE landing page and all generic content with edits, photos, etc. Ensures PASE website is compliant with all SLU guidelines.
Office: Hires, trains, and schedules student office staff. Ensures student payroll is budget compliant. Sets priorities, assigns, and supervises student work. Monitors office and event catering supplies to ensure they are properly stocked and places orders in a timely manner prior to events. Provides technical support for Cvent software for PASE staff as needed. Monitors and responds to PASE email daily and answers main phone line.
Marketing: Working with PASE Director, outside graphic designer, and SLU CME coordinates the development of printed and online brochures, web banners etc. to market workshops. Responsibilities will be ensuring compliance with SLU standards, accuracy of registration information (dates, tuition, etc.) and faculty information. Responsible for creating and sending promotional marketing emails and creating content for events on PASE social media platforms. Regularly reviews and updates the PASE mailing and past participant lists.
CME: Assists PASE Director as needed with CME applications for physician workshops, and collection of CVs and disclosure forms. For non-physician workshops, prepares applications for continuing educational credits from other medical and/or professional organizations. Oversees preparation of participant evaluations for both physician and non-physician workshops, and faculty and attendee list to be submitted to CME post course.
Performs other duties as assigned.
REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES
Strong Planning and Organizational Skills with Attention to Detail
Event Planning Skills
Knowledge of budget processes
Customer Service and Problem-Solving Skills
Strong interpersonal/human relations skills
Knowledge of Web-related technologies, resources, and strategies
Knowledge of Programing and Graphic Design
Proficient in Word, Excel, and PowerPoint, Google, and various web applications
Knowledge of Adobe Photoshop helpful
Knowledge of Electronic Marketing and Social Media Management
Ability to manage multiple tasks simultaneously
Ability to maintain confidentiality
Ability to work effectively with a wide range of customers from many nationalities
MINIMUM QUALIFICATIONS
Bachelors degree in related field; supplemented with one to three (1-3) years of related work experience.
Function
Staff Program SupportScheduled Weekly Hours:
40Saint Louis University is an equal opportunity/affirmative action employer. All qualified candidates will receive consideration for the position applied for without regard to race, color, religion, sex, age, national origin, disability, marital status, sexual orientation, military/veteran status, gender identity, or other non-merit factors. We welcome and encourage applications from minorities, women, protected veterans, and individuals with disabilities (including disabled veterans). If accommodations are needed for completing the application and/or with the interviewing process, please contact Human Resources at 314-977-5847.