Event Coordinator (Direct Hire – 20 hours a Week) (Stanford)

Job Title: Faculty Programs and Events CoordinatorLocation: Stanford, CA (Hybrid)Type: Direct Hire – 20 hours a WeekJob Description: This position will provide event planning and coordination for a variety of programs, workshops and events; communications support; and administrative and financial support. This position will be responsible for leading the planning and coordinating the logistics for events. The position will report to the Associate Vice Provost for Faculty Development and Engagement (AVP-FDE). The work location is Stanford's historic campus in Palo Alto and is primarily an on-site position, with some opportunities for remote work.Core duties:o Event planning and coordination (60%)o Plan and implement workshops, programs and events according to project goals, budgets, and timelines, including coordination of logistics, e.g. venues, event services/AV/equipment, catering, and travel and accommodations for speakerso Procure and coordinate vendor services, evaluate alternatives, and make recommendationso Coordinate event setup/breakdown logistics and provide onsite support for both in person and online eventso Manage registration process, including signup forms and attendance trackingo Prepare event materials including agendas, flyers, name badges, and signageo Distribute communications related to programs, workshops and events, including email announcements, reminders, and post-event event follow upo Serve as point of contact for vendors, speakers, program partners, and guestso Track program expenseso Administrative and Financial Support (25%)o Provide notetaking support for FDE meetingso Update event templates, checklists, and standard operating procedureso Identify opportunities to improve operational workflows, and streamline administrative and event processeso Copy and distribute post-program surveyso Process financial transactions related to vendors, requisitions, and purchase orders. Monitor and reconcile procurement card transactionso Communications (15%)o Manage communications schedule according to event calendaro Compile and prepare emails/announcements for AVP review and approvalo Distribute communications according to schedule and target audienceo Compile FDE program descriptions and information for quarterly VPFA newslettero Maintain and update website with event information according to web management protocolMinimum Requirements:Education & Experience:Bachelor's degree and three years of relevant experience or combination of education and relevant experience.Knowledge, Skills and Abilities:o Demonstrated success planning events, preferably in an educational environment, developing event budgets, and meeting event goals.o Excellent organizational skills, and the ability to manage multiple projects and timelines.o Excellent interpersonal, communication, time management, and customer service skills.o Demonstrated ability to problem solve, take initiative, and exercise good judgment.o Proficient knowledge of Microsoft Office suite and Google Workspace.o Familiarity with website management tools (Drupal) and design tools (Canva, Adobe).o Experience with Zoom and willingness to learn hybrid meeting technology.o Ability to interact and successfully collaborate with a broad spectrum of contributing groups and audiences.o Ability to work both independently and as part of a team.o Prior experience in a higher education university setting is preferred.