Position Summary

WashU's Division of Student Success seeks an athletics event professional for the position of Events and Travel Manager. The Division of Student Success advances the educational mission of the university through resources and experiences outside the classroom that prepare our students for lifelong success.

Washington University (WashU) is a selective, private research institution that was founded in 1853 with highly ranked undergraduate programs and top ranked graduate programs including the Olin Business School and the School of Medicine. WashU is located in St. Louis, the second largest city in Missouri which has a thriving music and arts scene, unique neighborhoods with distinct personalities, successful professional sports teams, and a host of local owned restaurants and shops.

WashU Athletics has a rich tradition of athletic achievement that began over 100 years ago and competes at the Division III level of the NCAA. WashU’s varsity sports portfolio contains 19 programs. WashU’s primary conference affiliation is the University Athletic Association Conference (UAA) while football competes in the North Coast Athletic Conference (NCAC). With an alumni base spread throughout the country, the reach of WashU’s athletic programs continues to grow.

Job Description

Primary Duties & Responsibilities:

• Prepare, calculate and produce travel related estimates/advances for teams based on approved travel schedules and contracts. Update hotels with team room assignments and payment information. Assist with the reconciliation process after travel has been completed. Coordinate all ground transportation for the Department. Order buses with contracted charter bus company for varsity team practices and competitions. 

• Serve as primary source of information to the general public, administrative and coaching staff and students, on varsity team travel policies and procedures. Respond to a variety of inquiries from staff, travel partners and others to resolve routine and non-routine problems, and consult with supervisors or others, as needed on more complex issues. 

• Ensure the accuracy and timely updating of the athletics travel schedule for all coaches on travel related components. Customize and/or compose correspondence on own initiative or in response to administrative, varsity team travel, travel advances and reconciliation matters for supervisor's review and approval. Proofread documents for accuracy and completeness. Modify and/or create databases and complex spreadsheets. Maintain and modify varsity team schedule database and prepare and track varsity athletic contest contracts. 

• Monitor activity of travel related budgets and maintain data on spreadsheets. Compare invoices with actual expenditures and investigate and resolve discrepancies with coaches and administrators. Record and track expenditures and or prepare payments in the University's financial system ensuring that they are posted to the proper accounts.

• Manage and execute events including logistics requiring coordination with internal and external partners in an effective and efficient manner and acting as the primary point of contact. Events include home athletic contests (regular and post-season), the annual fundraising golf tournament, practices and team events, and events for external parties and campus partners.

• Responsibilities include oversight of the Game Day experience including coordination between all department areas (e.g. coaches, marketing and promotions, athletic training, administration) involved in the Game Day experience; staffing events; developing and maintaining procedure manuals; administering event contracts; maintaining the home and away events calendar; developing and maintaining hosting protocols; and creating, maintaining, and communicating event and facilities schedules with external and internal units, coaches, and visiting teams.

• Generate revenue through external events held in Athletic facilities.

• Recruit, hire, train, and supervise event staff – including student staff and integrating full-time athletic coaches when they are out-of-season.

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:

Bachelor’s degree or combination of education and/or experience may substitute for minimum education.

Certifications/Professional Licenses:

No specific certification/professional license is required for this position.

Work Experience:

Communications, Employee Engagement, Marketing, And Event Planning (3 Years)

Skills:

Not Applicable

Driver's License:

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

More About This Job

WashU seeks highly motivated individuals who are able to perform duties in a manner consistent with our core mission and guiding principles.

Preferred Qualifications

Education:

Master'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:

Adaptability, Analytical Problem Solving, Computer Applications, Customer Service, Database Programs, Decision Making, Fast-Paced Environments, Oral Communications, Project Administration, Project Coordination, Relationship Building, Reservation Systems, Self-Organization (Business), Spreadsheets, Supervisory Management, Team Leadership, Word Processing, Written Communication