Event Operations Manager
Company: Stanford University
Location: Redwood City
Posted on: September 21, 2023
Job Description:
The Stanford Careers application portal will be down due to
system maintenance during the morning of Thursday, 8/17/2023. We
apologize for any inconvenience. Job Summary
- DATE POSTED 3 days ago
- Schedule Full-time
- Job Code 4882
- Employee Status Regular
- Grade F
- Requisition ID 100223 Main Work Location: Redwood City, CA.
Schedule: Open to a hybrid work schedule (2 or more days per week
on-site). Occasional event staffing for both indoor and outdoor
events will be required outside of normal business hours, including
early mornings, evenings and weekends. Stanford University is one
of the world's premier academic and research institutions, devoting
tremendous intellectual and physical resources toward the
betterment of humanity. As a major Silicon Valley employer,
Stanford seeks people committed to excellence and to improving our
world. In turn, the university is committed to supporting its
employees as they develop their careers and enrich their lives. We
believe Stanford's future success will be shaped by the diverse
perspectives, unique experiences, and inclusive culture of its
community. Stanford Medicine is comprised of Stanford University
School of Medicine, a premier research-intensive medical school;
Stanford Health Care, a hospital that is nationally recognized for
quality patient care and leading-edge technology; and Stanford
Children's Health, the only health care system in the San Francisco
Bay Area exclusively dedicated to pediatric and obstetric care.
Medical Center Development (MCD), in partnership with the Lucile
Packard Foundation for Children's Health, supports Stanford
Medicine with highly trained and experienced fundraising
professionals and partner teams and is committed to a donor-centric
approach to development. Every member of the MCD team and the
broader Office of Development staff plays a role in providing the
University's donors with the service and attention that ensures an
exceptionally positive and fulfilling philanthropic
experience.Stanford believes that diversity and excellence go
hand-in-hand and so hires individuals with a commitment to work
effectively with colleagues and donors from diverse backgrounds.
The MCD Events team is committed to planning and creating unique
engagement and experiences that showcase the impact of Stanford
Medicine on human health and biomedical discovery.The Events team
creates strategic fundraising and stewardship opportunities that
foster and strengthen meaningful relationships with donors,
prospective donors, volunteers, alumni, and our community
members.We produce events to facilitate impactful philanthropic
gifts to advance medical research, patient care, and education. If
you are looking for an opportunity to help build the future of
medicine and health by supporting one of the leading academic
medical centers in the country, this might be the job for you.You
will work directly with some of the most innovative and visionary
faculty, researchers, and leaders while striving to make the donor
experience as enriching and rewarding as possible. Medical Center
Development seeks an experienced Events Operations Manager to act
as a strategic partner to event leads to plan, support, and execute
high-quality events, such as donor cultivation and stewardship
events, dedications, and medical alumni events, for Stanford
Medicine and university leadership. Reporting to the Associate
Director of Events, the Event Operations Manager will contribute to
a wide variety of functional areas to support the events team,
including managing logistics, such as registration and attendee
tracking, research, and recommendations of potential event
locations, budget processing, presentation and collateral support,
coordination of vendors, inventory management, and pre-and
post-event communications and evaluations. An ideal candidate must
be highly detailed, great at multitasking, enjoy working with data
and new applications/technology, flexible and resourceful. In this
role, you will :
- Partner with Event Project Leads in planning, organizing,
executing, and managing deliverables of multiple high-touch
in-person/virtual/hybrid events successfully by following the
team's best practices and protocols. Including on-site event
execution and support.
- Contribute to a wide variety of functional areas, including
decisions around budget allocation, event logistics, and facilities
coordination.
- Evaluate and select vendors and providers of services
considering stakeholder requests and requirements.
- Procure and coordinate vendor services, including negotiating
contracts to minimize liability and risks. Follow Stanford
Procurement guidelines for vendor payments.
- Partner on RSVP management, data, and reporting.
- Utilize and maintain complex event planning databases,
including specialized event planning software.
- Manage day-to-day basic accounting operations and multiple
event budgets, including daily accounting procedures and reports,
final monetary summaries, and account transfers.
- May serve as project leader on smaller scale events and lead
internal volunteer staff, to include volunteer training, for large
events, coordinating teams that plan, implement, and manage all
aspects of events.
- Onsite event support for all types of events, from small
cocktail receptions up to large scale, outdoor medical school
campus events. Ability to interact with guests, including donors
and the public.
- Gather and stage supplies and equipment for events, including
signage, banners, A-frames, etc.
- Manage and reconcile various event calendars, and an internal
monthly event newsletter. Identify and resolve problems that are
administrative in nature.
- Manage event supplies and equipment inventory, including
purchasing, and manage team storage and rental unit.
- Build and maintain relationships with internal and external
university partners.
- Possess a commitment to promoting and supporting an environment
of diversity and inclusion. *Other duties may also be assigned. -
To be successful in this position, you will bring :
- Associate degree and three years of relevant experience or a
combination of education and relevant experience.
- Superior project management skills, detail-oriented, and
ability to manage multiple projects and complex timelines.
- Demonstrated success in managing contingent labor, and
internal/external vendors, holding them accountable to deadlines
and high-quality products/services.
- Experience in managing a complex budget requiring excellent
negotiation and analytical skills.
- Ability to work both independently and as part of a team.
- Demonstrated high level of confidence in making strategic
decisions, good judgment, and innovative and creative
problem-solving skills.
- Excellent interpersonal, communication, time management, and
customer service skills. Must be well organized and detail
oriented.
- Ability to accomplish goals through formal and informal
channels, with diplomacy and tactfulness.
- Proficient in Microsoft Office (with intermediate Excel
skills), Google Suite, and Zoom.
- Preferred knowledge or fast learner of Oracle Stanford
financial system and Adobe InDesign.
- Adept with the use of event registration and project
tools.
- Frequently stand/walk, sit, perform desk-based computer tasks,
and use a telephone
- Ability to stand/move/walk for a full day and evening event
both indoor and outdoor
- Occasionally kneel/crawl, twist/bend/stoop/squat, grasp
lightly/fine manipulation, and grasp forcefully,
lift/carry/push/pull objects that weigh 21-40 pounds, such as
lifting and placing A-frame signage around campus
- Ability to obtain and maintain a California Class C license and
drive day or night
- Ability to drive a golf cart for a full day event Working
Conditions:
- May require some travel and working early mornings, 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 . The expected
pay range for this position is $64,480 to $83,000 per annum.
Stanford University provides pay ranges representing its good faith
estimate of what the university reasonably expects to pay for a
position. The pay offered to a selected candidate will be
determined based on factors such as (but not limited to) the scope
and responsibilities of the position, the qualifications of the
selected candidate, departmental budget availability, internal
equity, geographic location and external market pay for comparable
jobs. At Stanford University, base pay represents only one aspect
of the comprehensive rewards package. The Cardinal at Work website
(https://cardinalatwork.stanford.edu/benefits-rewards ) provides
detailed information on Stanford's extensive range of benefits and
rewards offered to employees. Specifics about the rewards package
for this position may be discussed during the hiring process. Why
Stanford is for You Imagine a world without search engines or
social platforms. Consider lives saved through first-ever organ
transplants and research to cure illnesses. Stanford University has
revolutionized the way we live and enrich the world. Supporting
this mission is our diverse and dedicated 17,000 staff. We seek
talent driven to impact the future of our legacy. Our culture and
unique perks empower you with:
- Freedom to grow. Take advantage of career development programs,
tuition reimbursement, or audit a course. Join a TedTalk, film
screening, or listen to a renowned author or leader discuss global
issues.
- A caring culture. We understand the importance of your personal
and family time and provide you access to wellness programs,
child-care resources, parent education and consultation, elder
care, and caregiving support.
- A healthier you. We make wellness a priority by providing
access to world-class exercise facilities. Climb our rock wall or
participate in one of the hundreds of health or fitness
classes.
- Discovery and fun. Visit campus gardens, trails, and
museums.
- Enviable resources. We offer free commuter programs and
ridesharing incentives. Enjoy discounts for computers, cell phones,
recreation, travel, entertainment, and more! We pride ourselves in
being a culture that encourages and empowers you. How to apply: The
job duties listed are typical examples of work performed by
positions in this job classification and are not designed to
contain or be interpreted as a comprehensive inventory of all
duties, tasks, and responsibilities. Specific duties and
responsibilities may vary depending on department or program needs
without changing the general nature and scope of the job or level
of responsibility. Employees may also perform other duties as
assigned. 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. Stanford is an equal
employment opportunity and affirmative action employer. All
qualified applicants will receive consideration for employment
without regard to race, color, religion, sex, sexual orientation,
gender identity, national origin, disability, protected veteran
status, or any other characteristic protected by law. Office of
Development, Redwood City, California, United StatesWe're always
looking for people who can bring new perspectives and life
experiences to our team. Found the perfect role and ready to apply?
Learn more on what to expect next.
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Keywords: Stanford University, Redwood City , Event Operations Manager, Executive , Redwood City, California
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