Operations & Events Coordinator (AA2)

Location
Stanford
Posted
Aug 23, 2017
Institution Type
Four-Year Institution


Stanford University

Operations & Events Coordinator (AA2)

Job Number:
76074

Operations & Events Coordinator (Administrative Associate 2)

Paygrade E, 100% FTE, 2-Year Fixed Term

School of Engineering, Department of Management Science & Engineering

The Stanford Technology Ventures Program (stvp.stanford.edu) is the entrepreneurship center of Stanford Engineering, in the Department of Management Science & Engineering. With a startup-like culture, STVP is a lab that creates research and innovative entrepreneurship education opportunities for Stanford students. Our work includes the delivery of affiliated courses, scholarly research, fellowships, and extracurricular programs, along with accelerating entrepreneurship and innovation education around the world through faculty development programs, industry collaborations, and content creation on our Stanford eCorner platform.

Reporting to STVP's Director of Operations and Finance, the Administrative and Events Coordinator provides a full range operational and logistical support to deliver several core STVP initiatives. This role leads the detailed planning and execution of over 20 different STVP events and workshops. The Operations & Events Coordinator will serve as the liaison to faculty teaching over 40 STVP-affiliated courses annually. The Operations & Events Coordinator will also handle a variety of administrative functions, including: serving as the main point of contact for all inquiries from students, faculty, and other interested parties at Stanford and from across the globe; maintaining office supplies and facilities maintenance; and guiding, training, and managing a team of student associates.

The ideal candidate for this role thrives on challenges and tackles them head-on with speed and accuracy, is highly organized and detail-oriented, appreciates executing daily tasks to achieve an organization's long-term goals, is adaptable and collaborative, and, of course, is a passionate advocate for STVP's mission to develop the entrepreneurial mindset in organizations and individuals around the world.

JOB PURPOSE: Provide administrative or operational support working under general supervision.

CORE DUTIES*:
  • Respond to inquiries, and determine and take appropriate action as required. Serve as a resource regarding a defined set of policies and procedures.
  • Perform duties associated with scheduling, organizing, and operating conferences, seminars, and events, including recommending vendors for services, overseeing the production and distribution of materials, coordinating logistics, and serving as liaison with internal and external vendors.
  • Draft and/or generate routine communications; coordinate production (formatting, copying, etc.) and dissemination of documents, such as presentations, course handouts, grant proposals, conference and seminar materials, complex reports, brochures, and displays.
  • Plan and schedule calendar(s) based on consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
  • Process and monitor routine financial transactions, which may include researching and resolving discrepancies.
  • Maintain office supplies and equipment; obtain vendor quotations, as needed. Coordinate office moves.
  • May serve as the point of contact for general maintenance, health and safety, and other facility concerns within the unit(s); report any incidents or potential safety problems to appropriate representatives. Track completion of required training.
  • Maintain approved content on websites.
  • May perform human resources transactional support, e.g. time cards, I9s, and/or faculty affairs support.
  • May guide and train student and/or contingent workers including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, and reviewing work for quality and timeliness.* - Other duties may also be assigned MINIMUM REQUIREMENTS: Education & Experience: High school diploma and three years of administrative experience, or combination of education and relevant experience.

    Knowledge, Skills and Abilities:
  • Proficient computer skills and demonstrated experience with office software and email applications.
  • Demonstrated success in following through and completing routine tasks.
  • Strong organizational skills and attention to detail.
  • Strong verbal and written communication skills.
  • Excellent customer service and interpersonal skills.
  • Ability to prioritize and multi-task. Certifications and Licenses: None 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 his or her job.

    WORK 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.

    Applicants are required to upload a cover letter and resume to be considered for this opening.


    About Stanford University

    Stanford University, located between San Francisco and San Jose in the heart of California's Silicon Valley, is one of the world's leading teaching and research universities. Since its opening in 1891, Stanford has been dedicated to finding solutions to big challenges and to preparing students for leadership in a complex world.


    Supporting that mission is a staff of more than 10,000 which is rooted in a culture of excellence and values innovation, collaboration, and life-long learning. To foster the talents and aspirations of our staff, Stanford offers career development programs, competitive pay that reflects market trends and benefits that increase financial stability to promote healthy and fulfilling lives. An award-winning employer, Stanford offers an exceptional setting for professionals looking to advance their careers.


    Stanford is an equal employment opportunity and affirmative action employer and is committed to recruiting and hiring without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.


    Thank you for your interest!

    Job: Administration

    Location: School of Engineering
    Schedule: Full-time
    Classification Level:

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

    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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