Events Planner, Stanford Department of Chemistry

Job description

Events Planner, Stanford Department of Chemistry

Stanford University

Job Number:

Job Code: 4882

Job Grade: F
Come join the Stanford Chemistry Department as our new Events Planner! This position is well suited to a highly organized, creative individual with exceptional attention to detail, strong interpersonal skills, and the ability to juggle changing priorities. The Events Planner will coordinate, produce and implement many of the Department's major events, including seminars, lectures, symposiums, corporate recruiting events, graduate student visit days, banquet dinners, and social events. The ideal candidate must be able to communicate effectively both in person and in writing and demonstrate the ability to work with all types of people, including University faculty, staff, students and high-profile visitors. This is a position in a collaborative, fast-paced, team-oriented environment, and this role reports to the Communications & Outreach Manager. Programs and events may take place on the Stanford campus or at an off-site venue, which will require the Events Planner to travel locally. Note: Not all unique aspects of the job are covered by this job description JOB PURPOSE: Under the general direction of the Communications & Outreach Manager, the Events Planner is responsible for managing more than 100 special events and programs throughout each year. This role will plan and manage logistics including meeting scheduling, catering, speaker travel, registration and attendee tracking, and presentation and materials support. In addition, this position will procure and coordinate vendor services and supervise several student employees to provide on-site event support. The Events Planner will research and provide recommendations for potential event locations and evaluate alternatives. This position will process financial transactions on a day-to-day basis and produce detailed reports. This role will also be responsible for creating various marketing materials, including programs, invitations, and flyers to promote events. CORE DUTIES*:

  • Design, plan, implement, and coordinate customized events.
  • Evaluate and select vendors and providers of services 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.
  • Consult with stakeholders to determine objectives and requirements.
  • Inspect event facilities to ensure they conform to the event needs.
  • Manage accounting operations relating to registration, including daily accounting procedures and reports, final monetary summaries, and/or account transfers.
  • May 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.
  • Utilize and/or maintain complex databases. May use specialized event planning software

    Education & Experience: Associate degree and three years of relevant experience or combination of education and relevant experience.
    Knowledge, Skills and Abilities:
  • Demonstrated success planning events.
  • Ability to work both independently and as part of a team.
  • 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, 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 and successfully collaborate with a broad spectrum of contributing groups and customers.
  • Certifications and Licenses:
  • Valid Non-Commercial Class California Driver's License.
  • 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 the job. WORKING CONDITIONS:
  • May require some travel and working evenings and weekends.
  • 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,
  • Final offers of employment are contingent upon successful completion of national criminal background check, national sex offender registry search and, where applicable, driving record.

    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.


    Location: School of Humanities and Sciences, California, United States
    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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    Job No:
    Posted: 5/8/2018
    Application Due: 6/25/2018
    Work Type: