Emeriti/ae Council Event and Program Coordinator (Fixed Term)

🔍Stanford, California, United StatesNew📁Marketing📅1 day ago Post Date📅109208 Requisition #This position is a fixed term through 8/31/2027 at 100% FTEJob PurposeThis position supports the Stanford University Emeriti/ae Council in its provision of events, intellectual and cultural programs, and information resources to the Stanford Emeriti/ae Community, including regular communications; administration of programs (often involving technology); website updating; newsletter preparation, editing, and distribution; presentation and materials support; logistics; distribution of pre- and post-program evaluations; and scheduling and monitoring of an interim Emeriti/ae Center.Core DutiesEvent planning and coordinationWork with stakeholders on vision for events and goalsLead end-to-end planning for events and programs including securing venues, ordering catering as needed, onsite management, and greeting guestsCreate flyers and graphics for eventsCreate sign up forms, follow up with registration confirmation and reminderDevelop timelines, project plans, and run-of-show documentsManage vendor relationships including caterers, venues, A/V, etc.Coordinate event setup/breakdown logisticsBook accommodations for speakers and ensure they have a smooth process presentingRespond to any event-related questionsAdministrative support to multiple groups and peopleSupport the Emeriti/ae Council Chairs and Working Group LeadersServe as primary point of contact internally and externally on behalf of CouncilSchedule meetings and logisticsWrite detailed meeting notesFollow up on action items Draft email letters and other correspondenceCreate presentationsSchedule and monitor the Emeriti/ae Nook & Interim Center, encouraging and facilitating its usageCommunicationsCreate communications strategy Coordinate content collectionSend out promotional emailsCreate quarterly newslettersUpdate website and develop new material as neededProject and program managementWork with stakeholders to formulate plans, goals, and best practices Provide strategic recommendationsManage relations with collaborators and donorsIdentify opportunities to improve workflowsStreamline administrative and event processes Develop templates, guides, and standard operating proceduresBudget management and financial system processingCreate budget proposals for projectsEnsure projects stay within budgetsNegotiate contracts with vendorsProcess a variety of financial transactions related to vendors, requisitions and purchase ordersMonitor and reconcile PCard transactionsMaintain budget trackingMinimum RequirementsEducation & Experience:Bachelor’s degree and three years of relevant experience or combination of education and relevant experience.Knowledge, Skills And AbilitiesDemonstrated success managing event teams and planning, developing budgets, and meeting budget goals. Experience planning logistics and providing support, including technology support, in both in-person and virtual settings. Excellent project management skills, and the ability to manage complex timelines and multiple projects.Ability to work both independently and as part of a team.Excellent interpersonal, communication, time management, and customer service skills. Must be well organized and detailed oriented.Exceptional customer service skills with the ability to cultivate partnerships.Demonstrated high level of confidence in making strategic decisions, good judgment, and innovative and creative problem-solving skills.Ability to interact and successfully collaborate with a broad spectrum of contributing groups and clients.Strong writing and editing skills; ability to adapt content for different audiences.Strong knowledge using design tools (Canva, Adobe)Familiarity with website management tools (Drupal)Proficient knowledge of Microsoft Office suite (Word, Excel, PowerPoint, and Outlook) and Google Workspace (Google Drives, Docs, and Sheets).Experience with Zoom and willingness to learn hybrid meeting technology.Prior experience in a higher education university setting and working with faculty is strongly preferredCertifications And LicensesMust possess and maintain a valid California non-commercial Class C Driver’s License.PHYSICAL REQUIREMENTS*:Frequently stand/walk, sit, perform desk-based computer tasks, and use a telephone.Occasionally kneel/crawl, twist/bend/stoop/squat, grasp lightly/fine manipulation, and grasp forcefully, lift/carry/push/pull objects that weigh 21-40 pounds.Ability to drive day and night.Working ConditionsMay require some travel and working evenings and weekends.Work StandardsWhen conducting university business, must comply with California Vehicle Code and Stanford University driving requirements.Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations.Promote Culture of Safety: Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.Subject to and expected to comply with all applicable University policies and procedures, including but not limited to the personnel policies and other policies found in the University’s Administrative Guide, http://adminguide.stanford.edu. The expected pay range for this position is $82,650.00 to $85,000.00 per annum.Stanford University provides pay ranges representing its good faith estimate of the salary or hourly wage the university reasonably expects to pay for a position upon hire. The pay offered to a selected candidate will be determined based on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, geographic location and external market pay for comparable jobs.At Stanford University, base pay represents only one aspect of the comprehensive rewards package. The Cardinal at Work website (https://cardinalatwork.stanford.edu/benefits-rewards) provides detailed information on Stanfordʼs extensive range of benefits and rewards offered to employees. Specifics about the rewards package for this position may be discussed during the hiring process.Consistent with its obligations under the law, the University will provide reasonable accommodations to applicants and employees with disabilities. Applicants requiring a reasonable accommodation for any part of the application or hiring process should contact Stanford University Human Resources by submitting a contact form.Stanford is an equal employment opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law.The job duties listed are typical examples of work performed by positions in this job classification and are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. Specific duties and responsibilities may vary depending on department or program needs without changing the general nature and scope of the job or level of responsibility. Employees may also perform other duties as assigned.Additional InformationSchedule: Full-timeJob Code: 4883Employee Status: Fixed-TermGrade: GRequisition ID: 109208Work Arrangement : Hybrid Eligible