"Program Coordinator, Stanford Conferences"

JOB PURPOSE

The Program Coordinator plays a key role in supporting the planning, coordination, and execution of services for Stanford Conferences. This position is responsible for managing daily administrative operations, providing logistical support for conferences and programs, and ensuring compliance with university policies. Working as part of an experienced team, the Program Coordinator collaborates with campus partners to deliver exceptional experiences for program participants, contributing to operational excellence and customer satisfaction aligned with Stanford University’s commitment to service, learning, and community.

CORE DUTIES

• Independently implement, administer and evaluate day-to-day activities of the unit, function or program by identifying and executing tasks and objectives, making recommendations that impact policies and programs, and assigning resources to achieve the goals of the program.
• Collect and analyze data, create reports, review and explain trends; formulate and evaluate alternative solutions and/or recommendations to achieve the goals of the program or function.
• Analyze and interpret policies; develop, revise and implement procedures for program or function.
• Represent the program or function as the key contact and subject matter expert within the department, unit or school. Commit resources and provide information and/or training. May also represent the program or function to external/internal stakeholders and constituencies.
• Organize and/or participate in outreach activities that may include developing communications and training, planning/promoting events and/or conferences.
• May participate in development of budgets, monitor, and approve expenditures. May perform limited forecasting and provide recommendations that determine the budget.
• May direct staff to perform various tasks and assignments. May also supervise staff.
• Manage daily office operations, including reception duties, handling phone calls and mail, purchasing supplies, scheduling recurring meetings, and overseeing company fleet management to ensure a smooth and efficient workplace.
• Assist with the hiring process for student staff, interns or assistants, including recruitment, interviewing, and onboarding. Help develop and implement training programs to ensure that students are well-prepared for their roles. Supervise student workers, providing guidance, support, and performance evaluations.
• Oversee the creation of accurate rosters and ensure timely uploads into the summer database. Monitor status and promptly address delays with clients and Account Managers. Manage service requests by preparing and distributing client packets, including keys, maps, and dining cards, and ensuring timely returns.
• Coordinate meeting space requests for clients, communicate summer program details to building managers, and manage blanket work orders for the account management team.
• Provide event planning support for R&DE and University-hosted events requiring R&DE coordination; assist with planning and execution of summer conference programs and special events.

MINIMUM REQUIREMENTS

Education & Experience

Bachelor's degree and three years of relevant experience or a combination of education and relevant experience.

Knowledge, Skills and Abilities

• Demonstrated ability to prioritize own work and multi-task.
• Demonstrated excellent organizational skills.
• Demonstrated ability to take initiative and ownership of projects.
• Ability to communicate effectively both orally and in writing.
• Ability to routinely and independently exercise sound judgment in making decisions.
• Demonstrated experience working independently and as part of a team.
• Relevant subject matter knowledge.
• Ability to direct the work of others, for jobs requiring supervision.

Certifications and Licenses

None

Preferred Skills

• Proficiency in event management software (e.g. Cvent, Eventbrite)
• Strong customer service skills

PHYSICAL REQUIREMENTS

• Constantly perform desk-based computer tasks.
• Frequently stand/walk, sitting, grasp lightly/fine manipulation.
• Occasionally use a telephone.
• Rarely lift/carry/push/pull objects that weigh 11-20 pounds.

WORKING CONDITIONS

Occasional work on evenings and weekends September-May. Summer is the peak operational period when work on evenings and weekends is typical and vacation requests may be accommodated on a limited basis.

The expected pay range for this position is $88,000-$98,000 per annum.