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