Main Work Location: Historic Stanford Campus
Work Arrangement: Hybrid (at least 4 days on-site, preferably 5 days)
Budgeted Salary Range: The expected pay range for this positions is $102,186 to $117,000 per annum.
This is a one-year fixed term position.
To be considered, please include a cover letter and resume in your online application.
Department Summary
University Events plays a pivotal role in shaping the vibrant events structure and culture on campus and orchestrates the university’s most significant events – the convenings, ceremonies, and signature community celebrations that bring together the Stanford community in service of the academic mission. This includes Convocation, Family Weekend, and Commencement, among other events. Working in close partnership with academic and administrative leaders and a team of events professionals, this unit brings systems, solutions, creativity, and interdisciplinary connections needed to make complex, high-visibility events both streamlined and successful. By furthering strong stakeholder relationships, shared standards and playbooks, and fostering a culture of collaboration and continuous improvement, this unit ensures that Stanford’s major events reflect the university’s values of excellence, openness, and optimism.
Position Summary
Reporting to the Associate Vice President of University Events. In this role, you will support the planning and execution of special events as assigned. You will plan and manage logistics, production schedules, timelines and materials support, and pre- and post-event evaluations. You will research and provide recommendations for potential event locations and evaluate alternatives and work on supporting or producing in-person and hybrid events.
To be successful in this role, you will manage, procure and coordinate vendor services as assigned for events, and provide event planning support to the Office of Special Events & Protocol (OSEP) team related to their university events as needed, including being present on-site to provide day-of-event support. You will also support the OSEP team with financial administrative tasks and budget management, invoice reconciliation or other special projects as assigned.
In addition to the minimum requirements, the following skills and experience are preferred:
- Sourcing and engaging vendors, including submitting requests and finalizing orders, coordinating deliveries and processing invoices.
- Contracts work with procurement. Obtaining Certificate of Insurance (COI) and Multi-year contract monitoring
- Managing department shared inboxes and responding to inquiries by email and phone.
- Inspecting event facilities for maintenance, janitorial and fire safety issues, ensuring enforcement of Environmental Health and Safety and other facility regulations. Arrange for correction if issues are found
- Managing high-profile events and previous experience in an educational setting.
- Familiarity with university events and/or work experience at Sanford.
Core Duties
- Serve as project manager of multiple activities, scope out project tasks/team assignments and guide team to create work plans and schedules, monitor progress, and meet milestones.
- Oversee the management of event teams and/or production consultants to produce quality, multi-faceted events and productions.
- Establish and maintain relationships with internal and external university partners.
- Act as department representative at cross-departmental project meetings.
- Operate as account manager on deliverables, program metrics, and status reports.
- Work cross-departmentally to prepare and manage complex program budgets.
- Recommend and schedule events into appropriate off-campus and on-campus venues.
- Oversee registration strategy and logistics.
- May hire and oversee support staff, students and contingent event staff.
- Train and supervise junior event planners in proper execution and implementation of events.
Minimum Education and Experience
Bachelor’s degree and five years of relevant experience or combination of education and relevant experience.
Knowledge, Skills and Abilities
- Superior project and event management skills.
- Ability to manage a diverse team of staff and contingent labor, holding them to deadlines and the highest quality output.
- Demonstrated experience with financial management of complex event budgets requiring excellent analytical skills.
- Extreme attention to detail and deadlines; ability to prioritize and manage complex workflows.
- Excellent communication, time management, and customer service skills. Must be well organized and detailed oriented.
- Ability to accomplish goals working through formal and informal channels, with diplomacy and tactfulness.
- Demonstrated high level of confidence in making strategic decisions, good judgment, and innovative and creative problem solving skills.
Certificates and Licenses Required
Must possess and maintain a valid California non-commercial Class C Driver’s License.
Drivers License Requirements
- Must possess and maintain a valid California non-commercial Class C Driver's License.
- Ability to drive day or night.
- When conducting university business, must comply with the California Vehicle Code and Stanford University driving requirements.