Events Coordinator

Aug 07, 2017
Administrative Jobs
Technology, IT Support & Training
Institution Type
Four-Year Institution

Stanford University

Events Coordinator

Job Number:

The Stanford Humanities Center sponsors advanced research into the historical, philosophical, and cultural dimensions of human experience. During the academic year, the Center brings together scholars from across disciplinary boundaries for public lectures, collaborative research workshops, and residential research fellowships.

The Events Coordinator is responsible for taking the lead in organizing the various events sponsored by the Humanities Center including conferences, symposia, seminars, lectures, as well as celebrations, receptions and dinners. The work is varied and responsibilities include events staffing; assisting with donor events and Advisory Board meetings; coordination and supervision of vendors and technical services; coordination and distribution of publicity; and financial and travel administration. The Events Coordinator reports to the Associate Director.


Assist in the planning and execution of Stanford events, such as seminars, conferences, sports or alumni events, and other university related events. Coordinate logistics, including registration and attendee tracking, presentation and materials support, and pre- and post-event evaluations

  • Support the design, planning, implementation, and coordination of Stanford events.
    • Prepare letters of invitation to lecturers and draft other event correspondence
    • Coordinate event publicity materials
  • Contribute to vendor and site selection, arrangements, and scheduling.
  • Coordinate event registration and confirmations.
  • Process purchase requisitions and invoices; track event expenses.
  • Schedule travel and process reimbursement for event participants
  • 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. * - Other duties may also be assigned

    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. Desired Qualifications:
    • Experience in being the point person to manage multiple events from inception to conclusion
    • Experience with event coordination in an academic environment highly desirable
    • Excellent organizational and interpersonal skills
    • Ability to manage workflow of multiple events with multiple priorities
    • Excellent oral and written communication
    • Ability to interact and communicate effectively with a wide variety of faculty and staff at all levels of the university and with distinguished visitors and their institutions from around the world
    • Proven collaboration in a team environment
    • Ability to situate one's work within the larger context of the Center's goals
    • Ability to synthesize and present information quickly and clearly
    • Working knowledge of Stanford University on-line systems (especially Purchase Card and Travel & Reimbursement policies) highly desirable
    • Up-to-date working knowledge of computer and software systems, especially Word, Excel, Mail, FileMaker Pro, Photoshop, In Design and web publication systems
    • Some experience with video and audio production
    Certifications and Licenses:
  • Valid Non-Commercial Class California Driver's License. PHYSICAL REQUIREMENTS*:
  • Frequently stand/walk, sit, perform desk-based computer tasks, and use a telephone.
  • Occasionally kneel/crawl, twist/bend/stoop/squat, grasp lightly/fine manipulation, and grasp forcefully, lift/carry/push/pull objects that weigh 21-40 pounds.
  • Ability to obtain and maintain a California Non-commercial Class license and 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 his or her job.

  • May require some travel and working evenings and weekends. WORK STANDARDS:
  • When conducting university business, must comply with the California Vehicle Code and Stanford University driving requirements.
  • 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, Stanford is an equal opportunity employer and all qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.

    Job: Marketing

    Location: Dean of Research
    Schedule: Full-time
    Classification Level:

    To be considered for this position please visit our web site and apply on line at the following link:

    Stanford is an equal opportunity employer and all qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.

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