"Events and Office Coordinator"

Department/Program Description: The Division of Literatures, Cultures, and Languages (DLCL) in the School of Humanities and Sciences at Stanford University brings together scholars dedicated to the study and teaching of literatures, cultures, and languages from humanistic and interdisciplinary perspectives. The DLCL is made up of seven academic units: itself, the Departments of Comparative Literature, French and Italian, German Studies, Iberian and Latin American Cultures, and Slavic Languages and Literatures, and the Center for Medieval and Early Modern Studies (CMEMS). The Division offers courses, degrees, and research programs that seek to think about and explore the diversity, complexity, and richness of these national and transnational linguistic and cultural spheres. Our staff supports about 70 graduate and 250 undergraduate students and 40+ faculty and lecturers spanning over 18 graduate and 18 undergraduate programs.

Position Summary: The DLCL is seeking an Events and Office Coordinator. This position is part of a four-person team that produces high-quality events and maintains our facilities. Reporting to the Events and Communications Manager, the Events and Office Coordinator will work directly with faculty and students to design, plan, implement, and execute high-quality events, such as seminars, lectures, conferences, colloquia, class field trips, and other university-related events, both on campus and off-campus. Some of the responsibilities include budget tracking, travel arrangements, space reservation, catering, event setup and breakdown, website updates, and expense processing. Other responsibilities include upkeep of the DLCL's office suite and hubs (i.e., printer rooms, kitchenette areas, etc.), monitoring and purchasing supplies, equipment maintenance, opening and closing buildings, etc. The coordinator works closely with the Events and Communications Manager to maintain a safe working environment. As a collaborator with various academic departments and business units, the coordinator will understand how the university functions and will be expected to develop and maintain knowledge of the DLCL's partnerships, priorities, and activities.

This is a busy position requiring high professionalism, strong attention to detail, follow-through, initiative, decision-making, sound judgment and respectful relationship management. The ideal candidate will bring a strong track record of running in-person, hybrid, and virtual events. They should possess a positive outlook on continuous process improvement efforts while maintaining a team-based and customer-focused mindset.

This is a 100% FTE continuing, non-exempt position. This position will be based on the Stanford campus and will be considered for an option of telecommuting (a hybrid of working on-site and off-site), subject to operational need.

If you believe that this opportunity is a match for your knowledge, skills, and abilities, we encourage you to apply by submitting a cover letter and resume in addition to the online application. Thank you for considering employment opportunities with the School of Humanities and Sciences.

CORE DUTIES:

• Act on behalf of the supervisor, department manager, or chair in regards to establishing priorities and identifying and resolving problems that are administrative in nature.
• Oversee and/or perform duties associated with scheduling, organizing, and operating complex conferences, seminars, and events, including arranging with vendors for services, overseeing the production and distribution of materials, administering logistics, and managing event within budget.
• Compose and draft documents and correspondence for presentations, course handouts, grants, conferences, seminars, and reports; perform substantial editing and fact checking. Create, maintain, modify, and/or ensure accuracy of content in various unit documents, displays, reports, brochures, social media, and/or websites.
• Plan and schedule calendar(s) with limited consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
• Create complex reports and spreadsheets which may utilize specialized software and systems.
• Oversee and/or process a variety of complex financial transactions; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies. May assist with capital or special equipment requests and/or vendor selection.
• Coordinate and monitor routine maintenance services completion. Plan and coordinate office moves and/or minor renovation projects.
• May lead staff or supervise day-to-day work of student and/or temporary workers, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, reviewing work for quality and timeliness, and providing performance review input.

Other duties may also be assigned.

EDUCATION AND EXPERIENCE:

• High school diploma and four years of administrative experience, or combination of education and relevant experience.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Advanced computer skills and demonstrated experience with office software and email applications.
• Demonstrated success in following through and completing projects.
• Excellent organizational skills and attention to detail.
• Strong verbal and written communication skills.
• Excellent customer service and interpersonal skills.
• Ability to prioritize, multi-task, and assign work to others.
• Ability to take initiative and ownership of projects.
• Ability to routinely and independently exercise sound judgment in making decisions.

In addition, preferred requirements include:

• Knowledge of a foreign language, Russian, French, or German.
• Knowledge of Adobe Photoshop, Canva, and social media marketing is a plus.

PHYSICAL REQUIREMENTS:

• Constantly perform desk-based computer tasks.
• Frequently sitting.
• Occasionally stand/walk, reach/work above shoulders, grasp lightly/fine manipulation, grasp forcefully, use a telephone, sort/file paperwork or parts, lift/carry/push/pull objects that weigh up to 10 pounds.
• Rarely twist/bend/stoop/squat, kneel/crawl.

Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of the job.

WORKING STANDARDS:

• 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 $39.20 to $45.56 per hour.

Stanford University provides pay ranges representing its good faith estimate of what the university reasonably expects to pay for a position. 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 Stanford's extensive range of benefits and rewards offered to employees. Specifics about the rewards package for this position may be discussed during the hiring process.

WHY STANFORD IS FOR YOU:

Imagine a world without search engines or social platforms. Consider lives saved through first-ever organ transplants and research to cure illnesses. Stanford University has revolutionized the way we live and enrich the world. Supporting this mission is our diverse and dedicated 17,000 staff. We seek talent driven to impact the future of our legacy. Our culture and unique perks empower you with:

• Freedom to grow. We offer career development programs, tuition reimbursement, or audit a course. Join a TedTalk, film screening, or listen to a renowned author or global leader speak.
• A caring culture. We provide superb retirement plans, generous time-off, and family care resources.
• A healthier you. Climb our rock wall or choose from hundreds of health or fitness classes at our world-class exercise facilities. We also provide excellent health care benefits.
• Discovery and fun. Stroll through historic sculptures, trails, and museums.
• Enviable resources. Enjoy free commuter programs, ridesharing incentives, discounts and more.

The job duties listed are typical examples of work performed by positions in this job classifications 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.

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 at stanfordelr@stanford.edu. For all other inquiries, please submit 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.

Additional Information

• Schedule: Full-time
• Job Code: 4098
• Employee Status: Regular
• Grade: F
• Requisition ID: 107712
• Work Arrangement: Hybrid Eligible