About Stanford University's Hoover Institution: The Hoover Institution on War, Revolution, and Peace is a public policy research center devoted to the advanced study of economics, politics, history, and political economy--both domestic and foreign--as well as international affairs.

Founded in 1919 by Herbert Hoover before he became the thirty-first president of the United States, the Institution began as a repository of historical material gathered at the end of World War I. The library and archives have grown to be among the largest private repositories of documents on twentieth-century political and economic history. Over time the Institution expanded its mission from collecting archival material to conducting advanced research on contemporary history and economics and applying this scholarship to current public policy challenges.

With its eminent scholars and world-renowned library and archives, the Hoover Institution seeks to improve the human condition by advancing ideas that promote economic opportunity and prosperity while securing and safeguarding peace for America and all humanity.

JOB PURPOSE:

Assist in the planning and execution of Hoover Institution events, such as seminars, working group meetings, conferences, workshops, and roundtable discussions. Coordinate logistics, including registration and attendee tracking, presentation and materials support, and pre-and post-event evaluations.

CORE DUTIES*:

• Support the design, planning, implementation, and coordination of Stanford events.
• Contribute to vendor and site selection, arrangements, and scheduling.
• Coordinate event registration and confirmations.
• Process purchase requisitions and invoices; track event expenses.
• Provide general administrative assistance for department; handle phone calls, emails, and other correspondence relating to event(s).
• Liaise with donors, alumni, senior staff, faculty, trustees, and other staff.
• Coordinate facility, exhibit set-up, equipment, and catering requirements.
• Provide on-site support, such as check-ins, directions, equipment set-up, and event parking.
• Run database lists, and communicate registration status, reports, and data.
• Help in the maintenance of event timelines and programs (e.g. Run of Show) documents.
• Edit and review documents for clarity, grammar, and layout.
• Assist in department inventory management.

* 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.

MINIMUM REQUIREMENTS:

Education & Experience:

Associate degree and two years of relevant experience or combination of education and relevant experience.

Knowledge, Skills, and Abilities:

• Knowledge of supporting events.
• Ability to manage shifting priorities and handle numerous time-sensitive projects with multiple deadlines.
• Ability to work independently and be self-motivated.
• Demonstrated ability in problem solving, taking initiative, judgment, and decision-making.
• Excellent interpersonal, communication, time management, and customer service skills. Must be well organized and detailed oriented.
• Knowledge of Microsoft Office suite and other online documents, such as Google Docs.
• Ability to interact with a broad spectrum of customers.

Preferred/Desired Knowledge, Skills, and Abilities:

• Knowledge of Mailchimp, HubSpot, Aventri, BeePro registration tools a plus.
• Proficient on several virtual meeting platforms (Zoom, Webex, Crowdcast etc.)

Certifications and Licenses:

• Must possess and maintain a valid California non-commercial Class C Driver's License.

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.
• Ability to drive day or night.

* - 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 CONDITIONS:

• May require some travel and working evenings and weekends.

The expected pay range for this position is $29.82 to $35.86 per hour.

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.

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.

WORK STANDARDS:

• Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients as well as 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.
• When conducting university business, must comply with California Vehicle Code and Stanford University driving requirements

A cover letter and resume are required for full consideration.

WORKING TITLE: Event Associate

JOB TITLE: Events Coordinator

JOB CODE: 4880

GRADE: E

EXEMPTION: Non-exempt

SALARY RANGE $29.82 to $35.86

TERM: One year fixed-term

WORK ARRANGEMENT: Hybrid