Job Details

Assistant Director of Educational Events and Programs

Thank you for your interest in Stanford University. While we have instituted a hiring pause for non-critical staff positions, we are actively recruiting for most of the positions currently listed on our careers page. We will update the page when the broader hiring pause is lifted.

Job Summary

• DATE POSTED 1 day ago
• Schedule Full-time
• Job Code 4883
• Employee Status Regular
• Grade G
• Requisition ID 107267

To be considered, please submit a cover letter and resume along with your online application.

The Opportunity:

Office of the Vice Provost for Graduate Education
The Office of the Vice Provost for Graduate Education (VPGE) is a dynamic and fast-paced team that delivers programs to Stanford's 9,000+ graduate students and 3,000+ postdoctoral scholars. We work collaboratively across Stanford to ensure that graduate students have the best possible educational experience. VPGE manages nine university-wide doctoral fellowship programs, supports admissions and recruitment across all of Stanford's departments, and curates and interprets graduate academic policies. We ensure that outstanding research and learning opportunities are available to students from all backgrounds and perspectives. We offer targeted support for interdisciplinary research, professional development, and innovative teaching and scholarship within and across graduate degree programs.

VPGE is searching for a skilled events professional to join our team. Reporting to the Associate Director of Events, you will plan and execute events, programs, and workshops for the Graduate Professional Development portfolio, Stanford Graduate Summer Institute, and fellowship programs. A successful candidate will thrive in an environment that requires both independent work and teamwork as they manage all aspects of event planning including marketing, websites, vendor coordination, registration systems, data collection, and evaluation. They will also be responsible for reconciling and monitoring event expenditures and managing multiple complex projects at once.

In this role, you will:

• Lead complex event planning and execution by leading meetings with stakeholders, coordinating with vendors for services, reserving event locations, and overseeing the production and distribution of materials.
• Communicate with students, faculty, administrators, campus collaborators, and external entities such as visiting presenters, vendors, and officials for assigned events.
• Build and maintain relationships with internal and external partners.
• Utilize and manage complex databases, spreadsheets and software including specialized event planning software, student application and attendance reports, and project management tools.
• Oversee and/or process a variety of complex financial transactions; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies.
• Train junior event planners to execute and implement events according to university standards.
• Oversee student volunteers and workers, as well as contingent event staff, in the execution of events.
• Carry out additional related responsibilities as needed.
• Occasionally work extended hours (evenings or weekends) for events or special projects.

MINIMUM REQUIREMENTS:

Education & Experience:

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

Knowledge, Skills and Abilities:

• Demonstrated success managing event teams and planning, developing budgets, and meeting budget goals.
• Excellent project management skills, and the ability to manage complex timelines and multiple projects
• Ability to work both independently and as part of a team.
• Excellent interpersonal, communication, time management, and customer service skills. Must be well organized and detailed oriented.
• Exceptional customer service skills with the ability to cultivate partnerships
• Demonstrated high level of confidence in making strategic decisions, good judgment, and innovative and creative problem-solving skills.
• Ability to interact and successfully collaborate with a broad spectrum of contributing groups such as students, staff, and faculty from across the university.
• Consistent and demonstrated understanding of event logistics by independently planning, coordinating, and leading multiple events from inception to execution, ensuring smooth operations and successful outcomes
• Knowledge of managing budgets, reconciling accounts, and making sound financial decisions.
• Ability to use or learn surveys, application platforms, spreadsheet tools, and cloud-based collaboration platforms.
• Knowledge of Microsoft Office suite, File Maker Pro and knowledge of cloud applications such as GoogleDocs and Forms.

(Preferred) Knowledge of Qualtrics, eResources, MailChimp, Drupal, and Adobe Creative Cloud

Certifications and Licenses:

Must possess and maintain a valid California non-commercial Class C 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 drive day and 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 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.

The expected pay range for this position is $82,650 to $101,690 per annum.

Stanford University provides pay ranges representing its good faith estimate of what the university reasonably expects to pay for a position. The pay offered to a selected candidate will be determined based on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, geographic location and external market pay for comparable jobs.

At Stanford University, base pay represents only one aspect of the comprehensive rewards package. The Cardinal at Work website provides detailed information on Stanford's extensive range of benefits and rewards offered to employees. Specifics about the rewards package for this position may be discussed during the hiring process.

Why Stanford is for You

Imagine a world without search engines or social platforms. Consider lives saved through first-ever organ transplants and research to cure illnesses. Stanford University has revolutionized the way we live and enrich the world. We seek talent driven to impact the future of our legacy. Our culture and unique perks empower you with:

• Freedom to grow. We offer career development programs, tuition reimbursement, or course auditing. Join a TedTalk, film screening, or listen to a renowned author or global leader speak.
• A caring culture. We provide superb retirement plans, generous time off, and family care resources.
• A healthier you. Climb our rock wall or choose from hundreds of health or fitness classes at our world-class exercise facilities. We also provide excellent health care benefits.
• Discovery and fun. Stroll through historic sculptures, trails, and museums.
• Enviable resources. Enjoy free commuter programs, ridesharing incentives, discounts, and more

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 accommodations to applicants and employees with disabilities. Applicants requiring a reasonable accommodation for any part of the application or hiring process should contact Stanford University Human Resources by submitting a contact form.
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.

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