Events Specialist

Aug 30, 2017
Administrative Jobs
Technology, IT Support & Training
Institution Type
Four-Year Institution

Stanford University

Events Specialist

Job Number:

The Office for Religious Life (ORL) seeks an Events Specialist who will be a part of a busy and diverse ORL team. The position requires an understanding of, and commitment to, the mission and purpose of the Office for Religious Life, which is to oversee the religious and spiritual life of the campus, with care and compassion in not only what we do, but how we do our work for the Stanford community.

Job Purpose: Plan, market and execute a wide range of year-round events for the ORL, including but not limited to Sunday's University Public Worship (UPW) as well as other special speaker and musical events in the historic Memorial Church and other areas on campus. Consult with stakeholders, including ORL Dean, Associate Deans, university organist, other Stanford staff (inside and outside the ORL), students, as well as program managers outside the university to plan all aspects of event logistics, including registration and attendee tracking, presentation and materials support, and pre-event and post-event evaluations.

Core Duties*:
  • Design and implement customized events
    • Act as administrator for weekly University Public Worship, as well as highly attended services such as Christmas Eve and Easter in Memorial Church (preparing service bulletin, coordinating volunteer readers and ushers etc.)
    • Evaluate and select vendors and service providers, considering stakeholder requests and requirements
    • Serve as a member of an events team, and contribute in a wide variety of functional areas including decisions around budget allocation, event logistics and facilities
    • Regularly, consult with stakeholders to determine objectives and requirements. This often includes working with student groups
    • Responsible for venue and facilities management for specific events. Inspect event facilities to ensure they conform to the event needs, including maintenance, janitorial and fire safety issues
    • Will serve as project leader on smaller scale events, coordinating teams that plan, implement, and manage all aspects of events or manage program elements of larger scale events
    • Will serve as a member of the overall Office for Religious Life staff, attending and participating in regular staff meetings, and contributing to a range of other Office for Religious Life events (e.g. being part of the staff team for high profile speaker events) as well as university events (e.g. Reunion Homecoming, Commencement)
    • Utilize and/or maintain complex databases, such as Filemaker Pro
    • May use specialized event planning software
  • Finance & Administration
    • Manage all accounting operations related to event registration, including daily accounting procedures and reports, final monetary summaries, and/or account transfers
    • Responsible for event budget planning and management
    • May hire, schedule and supervise contingent staff
  • Marketing & Communications
    • Write, edit and publish brand-appropriate content for distinct audiences, through a variety of channels (e.g. web, print, email)
    • Update ORL website content, regularly and with timeliness
*Other duties may also be assigned

Education & Experience:

Associate degree and three years of relevant experience or combination of education and relevant experience; Bachelor's degree preferred.

Knowledge, Skills and Abilities:

  • Demonstrated success planning and executing events
  • Ability to work both independently and as part of a team
  • In a dynamic environment, ability to establish priorities, manage shifting priorities, and handle numerous time-sensitive projects with multiple deadlines
  • Demonstrated creativity, problem-solving skills, taking initiative, judgment, and decision-making skills
  • Ability to accomplish goals working through formal and informal channels, with diplomacy and tactfulness
  • Excellent interpersonal, communication (written and verbal), time management, and customer service skills
  • Must be well organized and detail oriented
  • Ability to interact and successfully collaborate with a broad spectrum of contributing groups, communities and individuals on and off campus
  • Demonstrated experience using graphic design applications (e.g. Adobe suite: Photoshop, Illustrator, InDesign)
  • Proven success writing for publication in print, web and other platforms
  • Knowledge of Microsoft Office suite and other online documents, such as Google Docs
  • Experience initiating and designing marketing strategies, such as print, online, social media; designing collateral; ordering ad placement and tracking
  • Understanding of the purpose and mission of the Office for Religious Life, which oversees the religious and spiritual life of the university Desired Qualifications:
  • Experience using Stanford administrative systems (e.g. Oracle Financials)
  • Knowledge of web design, including HTML Drupal
  • Knowledge of or willingness to learn about religious traditions, and a genuine interest in engaging with religious groups and the Memorial Church community 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.

    Working Conditions:
  • Will require working some evenings and weekends.
  • Occasional work schedule adjustments may be requested with advance notice.
    • The responsibilities of this position require the incumbent to be available to work a flexible schedule depending on the operational and programmatic needs of the office. For example, some weeks the schedule may be Sunday through Thursday and other weeks Monday through Friday.
    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 Office for Religious Life ~ Our Mission “To guide, nurture and enhance spiritual and religious life within the Stanford University community.”

    We are collectively committed and devoted to ensuring lively, thoughtful and supportive contexts for Stanford students, faculty and staff who wish to pursue spiritual interests. We recognize that a spiritual/religious journey can be an important, balancing complement to the numerous challenges one faces in the pursuit of academic and career goals.

    While each one of us participates in and leads worship and study in her/his own religious traditions, our primary objective as a staff is to collaborate as a multi-faith team and work with all constituents of this dynamic university.

    Our aim is to promote enriching dialogue, meaningful ritual, and enduring friendships among people of all religious backgrounds.

    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: Office for Religious Life
    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.

  • Similar jobs

    Similar jobs