Workshop Event Coordinator

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

JOB SUMMARY:

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, serves as an on-site manager for PASE programs, which includes workshops, rentals, and AIMS, and may include days, evenings, and weekends.

JOB DUTIES:

Event Coordination:

- Coordinates all logistics for workshops, including catering, local transportation, hotel blocks, student staffing, preparation of course materials, ensure the building is set up for events, and notifying SLU support departments of event.

- Creates and maintains workshop websites on Cvent platform.  Complete Cvent training modules, as applicable, to ensure the workshop websites are compliant with current software versions and optimize available Cvent contracted resources.   

- Manages all workshop related communication with participants, or prospective participants, both email and phone. Workshop communication includes marketing, registration confirmation, event details such as transportation schedule, course materials and handouts, workshop outline, etc. 

Marketing and Communication:

- Monitors and responds daily to all PASE communication sources, including email and inquiry form. 

- Regularly reviews and updates the PASE mailing and past participant lists.

- Assist PASE Director in designing and creating marketing materials, such as printed and online brochures, web banners, etc., using in-house software and/or working with outside graphic designers.

- Creates and sends promotional marketing emails through Cvent and post content for events on PASE social media platforms. 

- Manages PASE website by ensuring all workshop and generic PASE content is current and in compliance with SLU MARCOM guidelines.

Business and Finance Support:

- Oversees all financial transactions for workshop participants including tuition payments, refunds, credits, and discount code setup.

- Organizes and processes workshop faculty travel reimbursement, ensuring expenses meet University policies and are accurately submitted into Workday in a timely manner. 

- Submits all receipts and invoices for workshop and event expenses, such as catering, office supplies, and local transportation to PASE Business Manager or Director.

- Ensures effective use of PASE funds for operations and purchases.

Administrative Support:

- Hires, trains, and schedules student office staff. Ensures student payroll is budget compliant. Sets priorities, assigns, supervises, and ongoing evaluation of student work.

- Monitors office and catering supplies to ensure all items are properly stocked. Places orders in a timely manner allowing for adequate shipping and order pick-up time.

- Organizes and maintains workshop files, including both paper and digital content.

Accreditation:

- Assists PASE Director with CME applications for physician workshops, collection of CVs, and disclosure forms.

- Works with PASE Director or CME office for non-physician workshops, which may include preparing applications for continuing educational credits from other medical and/or professional organizations.

- Oversees preparation and submission of participant evaluations and/or required documentation for both physician and non-physician workshops, and faculty and attendee list to be submitted to CME post course.

- Supports CME staff with workshop participant and faculty communication as it relates to claiming CME credits and access to CloudCME software.

Performs other duties as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES:

Strong Planning and Organizational Skills with Attention to Detail

Event Planning Skills

Proficient in Word, Excel, and PowerPoint, Google, and various web applications

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

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               

Knowledge of budget processes

MINIMUM QUALIFICATIONS

Bachelor’s degree in related field preferred; supplemented with one to three (1-3) years of related work experience.

Function

Staff Program Support

Scheduled Weekly Hours:

Saint 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.