Events and Communications Officer, Center for Latin American Studies

Location
California, United States
Posted
24 Sep 2018
End of advertisement period
24 Nov 2018
Ref
80141
Contract Type
Permanent
Hours
Full Time

PROGRAM SUMMARY:
The Center for Latin American Studies (CLAS) at Stanford University is a U.S. Department of Education Title VI National Resource Center committed to outreach to the scholarly community in California and the United States. The Center is a vibrant international hub that fosters an academic community and supports research and teaching, in all fields of study, as they relate to Latin America and the Caribbean. CLAS is one of the larger centers within Stanford Global Studies, with robust events and outreach programming that foster collaborations within the university and with academic communities in the U.S. and in Latin America. The Center's academic programs encourage multidisciplinary approaches and draw on the expertise of active affiliated faculty members representing Stanford's various schools and departments. CLAS offers two degree programs: an Undergraduate Minor and a Master of Arts degree. Every year the Center hosts a number of Tinker Visiting Professors, as well as other highly distinguished Latin American and Iberian scholars. Candidates strongly encouraged to submit cover letter and resume.

JOB PURPOSE:
CLAS Events and Communications Officer manages CEAS’ complex and diverse events programming and written public communications. This position works with a variety of constituents, including faculty, students, visiting professors, and other communications events planning personnel within SGS, H&S, and other schools, as well as with academic institutions in the U.S. and abroad. This position is responsible for planning and executing the Center’s events, including seminars, conferences, alumni engagement, commencement ceremony, and other related activities from inception to execution, including budget preparation and tracking, vendor negotiation, advertising, social media, event setup, presentation and materials support, and registration and attendee tracking. Under minimal supervision, this position will also provide support in planning, coordinating, and implementing the Center’s communications strategy, including the development of external written communications (e.g., assist in preparing content for internal or external newsletters), design and coordination of media relations efforts (e.g., understand email and digital content distribution), and social media presence. Successful applicants will have excellent project management skills, in addition to a demonstrated high-level of professional written communications experience.

CORE DUTIES*:

  • Initiate and lead meetings with stakeholders to plan scope and format of events, establish and monitor budgets, and/or review administrative procedures and event progress.
  • Identify individuals/groups to attend and/or speak at public meetings or other events.
  • Serve as project leader on specific events, coordinating teams that plan, implement, and manage all aspects of events such as: marketing, vendors, fan experience, ticket office, concessions, press and/or media.
  • Responsible for budget planning and management, venue management and equipment and facilities management for specific events.
  • Develop, execute and oversee written communications of moderate complexity, including presentations, speeches, news stories, web content, talking points, and correspondence and social media posts.
  • Research and provide recommendations for potential event locations, and evaluate alternatives.
  • Procure and coordinate vendor services. Negotiate vendor contracts to minimize liability and risks.

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.
  • Excellent written communication skills, reporting skills, and skills in conceptual editing, copy editing, and proof reading are strongly preferred.
  • The capacity to write and synthesize materials and communicate information in a manner easily understood is strongly preferred.
  • Excellent interpersonal, communication, time management, and customer service skills. Must be well organized and detailed oriented.
  • 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 and customers.

Certifications and Licenses:
Valid Non-Commercial Class California 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 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:

  • May require some travel and working evenings and weekends.
  • On certain occasions, there may be times when you are expected to work off hours.


WORK STANDARDS:

  • 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.

Final offers of employment are contingent upon successful completion of national criminal background check, national sex offender registry search and, where applicable, driving record.