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92634 Requisition #

Job Title: Events Coordinator
Exemption: Non-Exempt

Events Coordinator

SCHOOL/UNIT DESCRIPTION:
The Precourt Institute for Energy is the interdisciplinary hub for energy research, education and convening at Stanford. Since its founding in 2009, the institute has become the epicenter at Stanford for scholars, industry, business leaders, policymakers and others seeking solutions to the world’s most difficult energy and global decarbonization challenges. The institute carries out its mission by funding early-stage energy research, developing new technologies and policies, educating leaders, and nurturing a vibrant energy ecosystem here and abroad.

Our VPDoR Diversity Journey:

  • We create a hub of innovation through the power of diversity of disciplines and people. 
  • We provide equitable access and opportunity to all members of the community to do their best work, regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law.
  • We listen to and value all colleagues who bring diverse perspectives to the advancement and development of a respectful community.  
  • We promote a culture of belonging, equity, and safety.
  • We embed these values in excellence of education, research, and operation.

POSITION SUMMARY:
Please note that this position is a full time (100% FTE), benefits-eligible, fixed term opportunity for six (6) months with the possibility of extension thereafter based on operational need.

The Precourt Institute for Energy is seeking an Event Coordinator to join our external engagement team in producing outstanding external engagement programs. Responsible for ensuring critical planning components such as complex registration lists and site materials lists, invoice transaction processing and tracking, calendaring complex meeting schedules, assisting with a variety of event preparation, set-up, and post-event duties. The Events Coordinator will have a key role in the execution of Stanford’s week-long flagship energy program in May of 2022. Supporting the assistant director for external engagement and the principle planning team, the Events Coordinator executes on critical aspects event support, ensuring that the program is delivered with a high standard of excellence. 

 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.

Please note that this role will require 100% on-site work leading up to and including the live events. Once COVID-19 safety measures are no longer applicable, this position will be based on the Stanford campus and will be considered for an option of telecommuting, subject to operational need.

MINIMUM REQUIREMENTS:
Education & Experience:

Associate degree and two years of relevant experience or combination of education and relevant experience.

Knowledge, Skills and Abilities:

  • Extremely detail-oriented - accurate
  • Professional written and verbal communication skills
  • Service-oriented
  • Excel, Word, Power Point, Outlook, Google Drive 
  • Familiarity with event management tools such as Certain, MailChimp, Salesforce, Touchpoint mobile app
  • Familiarity with financial processing tools such as Oracle
  • Adept at tracking and reporting on highly complex program components
  • Adobe Acrobat, Illustrator, InDesign, Drupal, Stanford Oracle financials - a plus

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 up to 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:

  • On-site work environment
  • May require some travel and working evenings and weekends.
  • 2022 conference dates are May 2-6, 2022. Must be available to work on-site 100% this week. 

WORK STANDARDS:

  • 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.

  
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. Supporting this mission is our diverse and dedicated 17,000 staff. 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 audit a course. 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.

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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