"Alumni Event Operations Manager"

POSITION SUMMARY

As the Event Operations Manager, this position will be extensively involved in the team’s collaborative execution of 30-40 annual high-quality, creative events and programs associated with alumni programming, sponsorships, or board-related activities. You will contribute to a wide variety of functional areas to support the team including managing logistics, event material preparation, collateral support, customer service, coordination of vendors, inventory management, and meeting scheduling. Events will be a combination of team collaborations as well as independent program planning and execution. This position requires frequent interactions with a wide range of diverse alumni as well as current students of the School of Medicine, so excellent communication skills and a friendly approach to customer service is key. In addition, you will be responsible for all financial processes including vendor set up, requisition and invoice processing with central procurement, financial reconciliations and reports, and expense tracking. Please note this is not a fundraising/development position.

An ideal candidate must be highly detailed, organized, comfortable with multi-tasking, enjoy working with new applications/technology, proactive in seeking solutions, flexible, and resourceful. Creativity with event planning or customer interface is a plus.

This role will have a hybrid schedule, with your primary work location at our Redwood City, CA offices and the option to telecommute two to three days per week. Occasional event staffing will be required on evenings and weekends.

In this role you will:

• Partner with Alumni Relations program managers in planning, organizing, executing, and managing deliverables of multiple high-touch in-person/virtual/hybrid events.
• Interface with alumni constituencies in providing information, assisting in event registrations, resolving problems, and/or providing a high level of customer service and responsiveness.
• Manage day-to-day basic accounting operations to ensure the timely procurement and payment of goods and services for the department, including account set ups, invoice processing, accounting reports, final event cost summaries, travel reimbursements, and/or account transfers. Ensure that event expense summaries are complete after each event.
• Develop event and informational communication efforts, outbound emails (Marketo, SPOT, Cvent applications)
• Partner with Development Communications team to maintain web content, develop collateral for key events, and support social media efforts
• Evaluate and select vendors and providers of services and promotional materials in compliance with Stanford procurement guidelines for vendor approvals and trademark usage policies.
• May serve as project leader on smaller scale events and lead internal volunteer staff for large events.
• Partner in the preparation of event materials, nametags, signage and reports for registration and other event support as needed.
• Maintain and manage department inventories of promotional materials and supplies.
• Manage and reconcile various meeting calendars, and provide administrative support and reporting for the department and our Board of Governors.
• Build and maintain relationships with internal and external university partners.
• Along with team colleagues, staff all Alumni relations programs and provide support in planning roles and responsibilities, and event logistics. Collaborate on improving execution and customer satisfaction.

Other duties may also be assigned.

To be successful in this position, you will bring:

• Bachelor’s degree and three to five years of relevant experience or a combination of education and relevant experience.
• Superior project management skills, detail-oriented, and ability to manage multiple projects and complex timelines.
• Experience managing budgets, payment processing, or invoice procedures with a central accounting or procurement office.
• Ability to work both independently and as part of a team.
• Demonstrated confidence in making decisions, using good judgment, and applying innovative and creative problem-solving skills.
• Excellent interpersonal, communication, time management, and customer service skills.
• Proficient in Microsoft Office, Google suite, familiarity with Zoom and Slack tools and comfortable learning new systems.
• Computer proficiency and knowledge of Stanford systems of Oracle, Marketo, CARD, Adapt, is a plus.

PHYSICAL REQUIREMENTS:

• Frequently stand/walk, sit, perform desk-based computer tasks, and use a telephone.
• Occasionally grasp forcefully, use a telephone, lift/carry/push/pull objects that weigh up to 40 pounds.
• Ability to obtain and maintain a California Non-commercial Class license and drive day or night

WORKING CONDITIONS:

• This is a hybrid position requiring 2-3 days per week in the Redwood City Office and additional days on campus or at event venues as needed. The balance of workdays can be telecommuting from home.
• This position requires some evening and weekend work.
• May work outdoors.
• Some local or domestic travel.

Salary

The expected pay range for this position is $72,972- $87,751 per annum.

To Apply

Please submit a cover letter and résumé along with your online application.