Commencement Planning Specialist

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The salary range for this position takes into account the wide range of factors that are considered in making compensation decisions including but not limited to skill sets; experience and training; licensure and certifications; and other business and organizational needs.

At WGU, it is not typical for an individual to be hired at or near the top of the range for their position, and compensation decisions are dependent on the facts and circumstances of each case. A reasonable estimate of the current range is:

Job Description

Job Profile Summary:

The Commencement Planning Specialist at WGU supports, organizes, and coordinates commencement tasks in a fast-paced, rewarding, and demanding environment. The Specialist engages with key university partners, external vendors, venue contacts, and others, to ensure a seamless commencement experience for all who attend. The ability to organize, prioritize, and focus on details is critical to success in this position and helps provide a one-by-one experience for each graduate.

Essential Functions and Responsibilities:

• Serve as a primary contact for answering, resolving, and archiving incoming emails
• Manage assignments for commencement weekends, including the RSVP process for each ceremony, regular commencement reporting, and all commencement communication
• Assist commencement planners with vendor and logistical coordination for assigned commencements
• Assist with tracking expenses, submitting invoices, obtaining requisitions and purchase orders, and payment follow up as needed for assigned commencements
• Manage travel logistics with Commencement Manager, including hotels, buses, venues, and other needs as necessary
• Select and provide support to vendors to ensure staff and graduates have the necessary commencement-related resources
• Work closely with Event Logistic team to research and select appropriate vendors
• Support graduate experience by assisting with RSVP process for each ceremony, regular commencement reporting, and commencement communication
• Logistical support on site during commencement weekends
• Collaborate with team members on commencement assignments such as catering, graduate speaker selection, ambassador, and faculty support, etc
• Assist with tracking expenses, submitting invoices, obtaining requisitions and purchase orders, and payment follow up as needed for all commencements
• Perform customer service functions, including answering phones, returning emails, and assisting graduates with their requests and needs
• Other duties as assigned

Knowledge, Skills, and Abilities

• Analytical: Driven by understanding metrics, what they mean and how to continually improve
• Creative: Willing to collaborate with others to brainstorm and implement new and better ways of delivering a stellar graduate experience
• Working knowledge of Salesforce, Microsoft Office Suite
• Experience in procurement, accounts payable, and other finance support preferred
• Ability to work as part of a team
• Great communication skills
• Critical thinking and decision-making
• Self-motivation
• Good time and project management
• Must be organized and detail oriented
• Experience working as part of a team
• Ability to follow up and ensure deadlines are met
• Effective communication and editing skills (written and verbal)
• Demonstrate professionalism that displays effective judgment and professional integrity
• Knowledge of and experience working with Microsoft Office, Salesforce, and other database systems

Minimum Qualifications:

• High school diploma or GED Equivalent
• Two years of office experience
• Strong customer service, communication, and interpersonal skills
• Strong organizational skills
• Attention to detail
• Ability to travel 25% of the time and work commencement weekends

Preferred Requirements:

• Bachelors Degree
• Project and/or event management experience
• Experience managing volunteers

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer
• Must be able to lift up to 15 pounds at times

Position & Application Details

How to Apply: If interested, an application will need to be submitted online. Internal WGU employees will need to apply through the internal job board in Workday.

Additional Information

Disclaimer: The job posting highlights the most critical responsibilities and requirements of the job. It's not all-inclusive.

Accommodations: Applicants with disabilities who require assistance or accommodation during the application or interview process should contact our Talent Acquisition team at recruiting@wgu.edu.

Equal Employment Opportunity: All qualified applicants will receive consideration for employment without regard to any protected characteristic as required by law.