Events Coordinator

California, United States
23 Oct 2018
End of advertisement period
23 Dec 2018
Contract Type
Full Time

Stanford University School of Medicine was founded in 1858 with a mission to be a premier research-intensive medical school that improves health through leadership, diversity, and a collaborative approach to discovery and innovation in patient care, education, and research. 

With over 2,000 faculty, each providing a unique mix of research, education and patient care effort, organized in 29 different departments and 9 different institutes and centers, supported by over 3,500 staff, occupying 2.5M square feet of academic space in over 80 buildings, and collectively generating about $2.4b in revenues, the Stanford University School of Medicine is a truly complex organization.

Stanford Medicine is the single brand used for 3 different entities: Stanford School of Medicine, Stanford Health Care, and Lucile Packard Children’s Hospital. Stanford Medicine is led by a partnership among the Dean of the School of Medicine and Stanford’s two hospital CEOs. Stanford Medicine’s mission is: “Through innovative discovery and the translation of new knowledge, we improve human health locally and globally. We serve our community by providing outstanding and compassionate care. We inspire and prepare the future leaders of science and medicine.” 

The Role:
Stanford University School of Medicine is seeking an Events Coordinator to work closely with the Director and Associate Directors of Events and Programs to assist in the planning and execution of Stanford Medicine events, such as seminars, conferences, and other university related events. Coordinate logistics, including registration and attendee tracking, presentation and materials support, and pre- and post-event evaluations. This position will function as a key member within the Dean’s Suite immediate staff.

Duties include:

  • Support the design, planning, implementation, and coordination of Stanford Medicine events. 
  • Contribute to vendor and site selection, arrangements, and scheduling to produce quality, multi-faced events. 
  • Coordinate event registration, confirmations, and event promotion. 
  • Process purchase requisitions and invoices; track event expenses. 
  • Provide general administrative assistance for Stanford School of Medicine Dean’s Office; handle phone calls, emails, and other correspondence relating to event(s). 
  • 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.
  • Establish and maintain relationships with internal and external university partners. 

* - Other duties may also be assigned.


  • 3-5 years of events experience is preferred. 
  • Proven ability to produce quality, multi-faceted events and productions.

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


  • 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. 

Valid Non-Commercial Class California Driver's License.


  • Frequently stand/walk, sit, perform desk-based computer tasks, 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.
  • Drive vehicle day and/or night with non-commercial license.

* - 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.

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,

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