Minors Program and Conference Associate

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

Residential & Dining Enterprises, the largest auxiliary organization at Stanford University, supports the academic mission of the University by providing the highest quality services to students and other members of the university community. R&DE has an annual operating budget of over $270 million, oversees a 5 million sq. ft. physical plant across the campus, provides housing for over 12,000 students, serves over 18,000 daily meals at 30 dining and retail locations and over 500,000 meals at Athletic Concessions events, and hosts 20,000 conference guests annually. R&DE comprises 1100+ staff in the following divisions: the Office of the Senior Associate Vice Provost (SAVP), Student Housing Operations, Stanford Dining, Stanford Hospitality & Auxiliaries, Stanford Conferences, and a team of R&DE strategic business partners: Finance & Administration, Human Resources, Information Technology, Maintenance Operations and Capital Projects, and Strategic Communications.

About Stanford Conferences:

Stanford Conferences, one of four major business divisions within Residential & Dining Enterprises at Stanford University is responsible for overall coordination and management of hospitality services for academically-sponsored conferences, educational programs and youth camps held on the Stanford campus during the summer. The division is driven by a business service infrastructure which includes conference registration and meeting planning, policy and program development, sales and marketing, customer-client satisfaction and continuous quality improvement activities relevant to conferences.

Stanford Conferences, working in partnership with Student Housing, Stanford Dining, Stanford Hospitality and Auxiliaries and other key business partners, successfully hosts about 250 plus residential conference groups and educational programs and over 500 non-residential conference groups and educational programs annually, with the predominance of business occurring during the summer. The division consists of (19) Nineteen full time staff who have expertise in areas of client relations, conference & event planning, conference operations and sales & marketing. Student and temporary staff provide additional support to the Stanford Conference Staff on an as needed basis.

In addition to the University job classification job description, the department has outlined the following responsibilities below:

Summary of Position

The Minors Program and Conference Associate position is responsible for day-to-day operations relative to registrations of programs involving minors, including providing guidance and support to program organizers on compliance with Administrative Guide 1.8.1: The Protection of Minors Policy, maintaining records and documents on program compliance, and notifying appropriate individuals of policy issues for reconciliation or policy enforcement.  Additionally, this position may be assigned conference coordination responsibilities and meeting planning duties, including registration services, and other duties as assigned  The Minors Program and Conference Associate reports directly to the Senior Conference Account Manager and Minors Specialist with a dotted-line reporting relationship to the Senior Conference Account Manager and Sales Strategist.  This position works in partnership with other Stanford Conferences team members including administrative support staff, coordinators and planners, managers, the associate director, and executive director.  Additionally, the position will be responsible for various administrative and customer service functions as needed.


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


  • Serve as a critical information resource for organizers and sponsors of programs involving minors on the Protection of Minors Policy requirements and processes to achieve compliance.
  • Coordinate and process registrations of programs involving minors and conferences.
  • As assigned, serve as a meeting planner or coordinator of conferences from beginning to end and be the sole planner assigned to a client/program or by completing specific tasks in support of other planners.
  • Proficient organizational and time management skills with the ability to successfully manage multiple assignments, work under pressure and yet demonstrate positive results. Must be detailed-oriented and all work must be presented with accuracy.
  • Demonstrate initiative and self-motivation, confidence, professionalism, diplomacy with ability to handle sensitive and confidential information.
  • 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


Education & Experience:

Associate degree and two years of relevant experience or combination of education and relevant experience.  Experience in professional event planning and/or meeting management preferred.

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 and database management and learn specialized software quickly.
  • Ability to interact with a broad spectrum of customers.

Certifications and Licenses:

  • Valid Non-Commercial Class California Driver’s License.
  •   Certified Meeting Professional certification or other related certification is preferred. 


  • 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.


  • 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, http://adminguide.stanford.edu.