Events Coordinator- 50%

ABOUT STANFORD UNIVERSITY AND RESIDENTIAL & DINING ENTERPRISES:

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.

Residential & Dining Enterprises (R&DE), the largest auxiliary organization at Stanford University, supports the academic mission of the University by providing high-quality services to students and other members of the university community. The department has an annual operating budget of over $350M, operates 24/7/365, and oversees a $3B asset portfolio comprising a 7 million sq. ft. physical plant across the campus. In autumn quarter of the 2021-22 academic year, R&DE will return to providing housing for over 13,000 students and dependents, serving meals at 17 dining halls, 12 retail locations, and operating athletic concessions and conference operations. Additionally, R&DE comprises 900 FTE staff in the following divisions: Student Housing Operations, Stanford Dining, Stanford Hospitality & Auxiliaries, Stanford Conferences, Maintenance Operations and Capital Projects, and a team of R&DE strategic business partners: Finance & Administration, Information Technology, Human Resources, and Strategic Communications.

“Students (Customers) First” is the mantra of R&DE and our strategic goals reflect our commitment to delivering quality and excellence to our constituents every day.  In R&DE,“Excellence is defined by aligning our strategic goals and performance with our vision.”

Stanford and R&DE are committed to creating and sustaining a diverse environment. R&DE’s dedication to promoting diversity, multiculturalism, and inclusion is reflected in our work of providing service excellence to our students.  Diversity is more than a commitment—it is foundational to what we do. We are fully focused on equality and believe deeply in diversity of race, gender, sexual orientation, religion, ethnicity, national origin and all the other characteristics that make us different. 

ABOUT STANFORD HOSPITALITY & AUXILIARIES:

Stanford Hospitality & Auxiliaries, a division within R&DE at Stanford University is committed to excellence and the highest level of customer service. It is recognized nationally for operating at “the cutting edge” of the industry receiving exceptional service ratings and numerous awards, including the Restaurant & Institutions Magazine Ivy Award for excellence in food service and hospitality. The Ivy Award is one of the industry’s most prestigious and coveted awards, give to those operations that meet the highest standards of food, hospitality and service. With R&DE’s vision “to be the best in the business” Stanford Hospitality and Auxiliaries is a Certified Green Business practicing sustainability in its purchasing and using equipment and processes that reduce solid waste and preserve natural resources. The highest Acterra Sustainability Award was received in 2006, in recognition of these initiatives.

JOB PURPOSE:

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

CORE DUTIES*:

• Support the design, planning, implementation, and coordination of Stanford events.
• Contribute to vendor and site selection, arrangements, and scheduling.
• Coordinate event registration and confirmations.
• Process purchase requisitions and invoices; track event expenses.
• 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

MINIMUM REQUIREMENTS:

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.

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 the job.

WORKING CONDITIONS:

• 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, http://adminguide.stanford.edu .

The job duties listed are typical examples of work performed by positions in this job classification and are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. Specific duties and responsibilities may vary depending on department or program needs without changing the general nature and scope of the job or level of responsibility. Employees may also perform other duties as assigned.

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.

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

“This role is designated as essential and requires incumbents to report to the worksite.  Telecommute is not an option for this role.”