Events Coordinator, Stanford Law School

Location
California, United States
Posted
05 Nov 2018
End of advertisement period
05 Jan 2019
Ref
80866
Contract Type
Permanent
Hours
Full Time

Job Code: 4881
Grade: E

Stanford Law School seeks to hire the best talent and to promote a safe and secure environment for all members of the university community and its property. To that end, new staff hires must successfully pass a background check prior to starting work at Stanford University.

JOB PURPOSE:

The Program Group is seeking an experienced and highly motivated Events Coordinator to assist in the planning and execution of Stanford Law School events in support of the centers and programs. This position reports to the Director of Programs and Special Events. 
 

CORE DUTIES*:

  •  Support the planning, implementation, and coordination of Stanford Law School events.
  •  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).
  • Coordinate facility set-up, AV requests, and catering
  • Manage and maintain centralized database
  • Posting of advertising materials (flyers, posters) around campus
  • Creation of pre-event collateral (nametags, welcome packets)
  • Process financial transactions (IOU, pcards, travel, etc.)
  • Provide staffing support at a wide array of academic conferences, symposia and events which involves interfacing with high profile Chief Justices, CEO’s, corporate affiliates, leading executives, Law School students, faculty and staff.
  • Post event clean up
  • Coordination of small morning and lunchtime speaker events, catering, coordinating facilities and AV departments, checking students in, and attending to speaker requests.

* - 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. Work experience in a fast-paced professional office environment preferred. 

Knowledge, Skills and Abilities:

  • Knowledge of supporting high profile academic or corporate events (100-300 attendees) 
  • Ability to manage shifting priorities and handle numerous time-sensitive projects with multiple deadlines.
  • Ability to work independently and be self-motivated yet be flexible in performing a wide range of tasks as a part of a team.
  • Demonstrated ability in problem solving, taking initiative, judgment, and decision-making.
  • Excellent interpersonal, communication, time management, and customer services skills. Must be well organized and detail oriented. 
  • Proven ability to work as a part of a fast-paced team with and energetic focus.
  • Ability to multi-task and stay graceful under pressure.
  • Ability to staff occasional evening and weekend events: willing and able to lift 35 pounds.
  • Ability to interact with a broad spectrum of constituents. 
  • Knowledge of Microsoft Office suite and other online documents, such as Google Docs, Salesforce.
  • Familiarity with Stanford systems a plus.

* - 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.

Certifications and Licenses:

  •  Valid Non-Commercial Class California Driver's License. 

WORKING CONDITIONS:

  •  May require working evenings and weekends.

Note: Not all unique aspects of the job are covered by this job description