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Position Posting: Events Coordinator

The Walter H. Shorenstein Asia-Pacific Research Center (Shorenstein APARC) is a unique Stanford University institution focused on the interdisciplinary study of contemporary Asia. Shorenstein APARC's mission is to produce and publish outstanding interdisciplinary, Asia-Pacific-focused research; educate students, scholars, and corporate and governmental affiliates; promote constructive interaction to influence U.S. policy toward the Asia-Pacific; and guide Asian nations on key issues of societal transition, development, U.S.-Asia relations, and regional cooperation.

The Events Coordinator designs, plans, develops, executes and oversee logistics of all events in a dynamic, international, and multi-disciplinary environment for the Shorenstein Asia-Pacific Research Center to raise the profile of the Center among target audiences which include academia, government, business, the general public and donors in US and also in Asia. The Center regularly sponsors seminars and academic conferences, among other outreach activities, to foster discussion of Asia's political, economic, business, and government concerns.  Work with Center directors, faculty, researchers and faculty assistants to plan annual events calendar making sure there are no scheduling conflicts.  Independently coordinate the Center’s program of events such as high profile dignitary visits, e.g., current and former heads-of-state, major international conferences, professorship receptions, dinners, formal dedications, international academic meetings, and public lectures. The Events Coordinator assists other Center program events as needed, oversees conference rooms and serves as its onsite coordination and oversight of the set-up/breakdown and audio/visual equipment. The Events Coordinator reports to the Associate Director for Administration.

For consideration please submit resume and cover letter. A background check will be required for all final candidates.

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

JOB PURPOSE:

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

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. 

* - 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. 

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.
  • Ability to interact with a broad spectrum of 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.

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

Stanford is an equal opportunity employer and all qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.

 

Job Family: Marketing

Job Series: Events Planner

Job Code: 4881

Grade: E

 

To apply please go to the link and search for requisition id 77319:

http://stanfordcareers.stanford.edu/job-search