Events & Program Operations Coordinator (AA2)

This position has been deemed critical by the School of Engineering Dean’s Office and is exempt from the hiring freeze. 

 

Note - Visa sponsorship is not available for this position. All candidates must be eligible to work and live in the U.S.

 

Work Arrangement: This position is eligible for a hybrid work arrangement with a minimum of 3 days/week working at the Stanford main campus, subject to operational needs.

 

Budgeted Salary: The budgeted base salary range for this position is $29.36 to $54.80 per hour.

 

The School of Engineering

Stanford Engineering has been at the forefront of innovation for over a century, creating pivotal technologies that have transformed the worlds of information technology, communications, health care, energy, business and beyond. Our faculty and students are creative risk-takers who pursue excellence across a breadth of disciplines. Our alumni include some of the world's most successful leaders in technology and business. Our staff are critical to enabling Stanford Engineering to accomplish its mission: seeking solutions to some of the world's most urgent challenges and educating leaders who will make the world a better place through the power of engineering principles, techniques and systems.

 

About STVP

Stanford Technology Ventures Program (STVP) is Stanford University's entrepreneurship center, housed within the School of Engineering's Department of Management Science and Engineering. As one of the world's leading entrepreneurship education programs, STVP is dedicated to accelerating high-technology entrepreneurship through cutting-edge research, innovative education, and thought leadership. The program brings together students, faculty, researchers, and industry leaders to foster breakthrough innovations that create positive global impact.

Position Overview

STVP is seeking a detail-oriented and service-minded Events & Program Operations Coordinator to join our small, fast-paced, impact-driven team committed to service excellence. You'll be a key contributor to STVP's operations, supporting everything from intimate board meetings to large-scale entrepreneurship events, all requiring sustained attention and multitasking. Your responsibilities will span the full event lifecycle—from initial planning and logistics coordination to on-site execution and post-event analysis. Beyond events, you'll provide essential program support including recruitment assistance, community building initiatives, and day-to-day administrative operations that keep our dynamic team running smoothly. This is a primarily on-site role with some flexibility for hybrid work when not supporting events.

In this role, you will provide:

Events Planning & Execution (50%)

Speaker Release Forms

Photographer booking and coordination

Set up event pages, registration, RSVP communication

Organize event photos into event libraries

Work event registration tables, welcome guests

Post-event cost and attendance summaries

Program Support (25%)

Recruitment campaign assistance

Timetabling and facilitating student program interview process

Facilitate community building events

Purchasing and sending thank you gifts

General Office Administration (20%)

Maintenance of STVP suite

Managing STVP's operations calendar

Assist with managing inbound requests in STVP inbox

Welcoming guests and general hospitality

Communications (5%)

Fellows website updates

 

Preferred Requirements:

• Experience in higher education, particularly in entrepreneurship or innovation programs

• Knowledge of the entrepreneurship ecosystem and Stanford's entrepreneurial landscape

• Familiarity with AirTable, Luma, or similar platforms
   

Physical Requirements:

• Driving required. Events are held all over the Bay Area.
   

Working Conditions:

• Primarily on-site role with some flexibility for hybrid work when not supporting events

• Fast-paced environment requiring sustained attention and multitasking

• 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.

Responsibilities

Core Duties:

• Respond to inquiries, and determine and take appropriate actionas required. Serve as a resource regarding a defined set of policies andprocedures.

• Perform duties associated with scheduling, organizing, andoperating conferences, seminars, and events, including recommendingvendors for services, overseeing the production and distribution ofmaterials, coordinating logistics, and serving as liaison with internaland external vendors.

• Draft and/or generate routine communications; coordinateproduction (formatting, copying, etc.) and dissemination of documents,such as presentations, course handouts, grant proposals, conference andseminar materials, reports, brochures, and displays.

• Plan and schedule calendar(s) based on consultation, resolvecalendaring conflicts, and arrange travel in compliance with unit,university, and sponsor policies.

• Process and monitor routine financial transactions, which mayinclude 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, healthand safety, and other facility concerns within the unit(s); report anyincidents 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. timecards, I9s, and/or faculty affairs support.

• May guide and train student and/or contingent workers includingscheduling, assigning, and prioritizing workloads, setting appropriatedeadlines, and reviewing work for quality and timeliness.

Minimum Education andExperience

High school diploma and three years of administrative experience, orcombination of education and relevant experience.

Knowledge, Skills and Abilities:

• Proficient computer skills and demonstrated experience withoffice software and email applications.

• Demonstrated success in following through and completing routinetasks.

• 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.