Events and Communications Coordinator

Stanford University; Palo Alto (CA); Hybrid; USD 94,000 - 104,000; Full time

Job summary

Stanford University CEHG is seeking an Events and Communications Coordinator to develop content, promote center activities, and manage communications across the CEHG community. The role supports academic seminars, conferences, and online events, coordinating with internal and external partners.

The position requires strong writing, project management, and event planning skills, with hybrid on-site work at Stanford campus and a focus on continuous process improvement.

Qualifications

• Excellence in written communication is essential for content development and stakeholder coordination.
• Excellent interpersonal, oral communication, time management, and customer service skills.
• Demonstrated success planning events.
• Ability to work independently and as part of a team.
• Ability to manage shifting priorities and multiple deadlines.
• Knowledge of Microsoft Office and Google Docs; ability to learn new software.

Responsibilities

• Initiate and lead meetings with stakeholders to plan scope and format of events, establish and monitor budgets.
• Serve as project leader coordinating teams that plan and manage all aspects of events.
• Budget planning, venue management, and equipment logistics for events.
• Oversee development of registration strategy and logistics.
• Build and maintain relationships with internal/external partners.
• Procure and coordinate vendor services; negotiate contracts.
• Research potential event locations and evaluate alternatives.
• Investigate and report complaints regarding events and customer service.
• May inspect event facilities for safety and compliance.
• Communicate with visiting vendors, teams, and officials.
• Train and supervise junior event planners and staff.

Skills

Written communication

Interpersonal skills

Project management

Budget management

Event planning

Microsoft Office

Google Docs

Video editing

Social media

Graphic design

Academic publishing

Education

Bachelor's degree

Three years of relevant experience

Tools

Microsoft Office suite

FileMaker Pro

Google Docs

Cloud applications (Google Forms/Docs)

Job description

This position has been deemed critical by the School of Humanities and Sciences Dean’s Office and is exempt from the hiring freeze.

Work Arrangement: Hybrid work schedule (at least 4 days per week on-site).

Budgeted Salary: The budgeted base salary range for this position is $94,139 to $104,346 annually.

The School of Humanities and Sciences (H&S) is the foundation of a liberal arts education at Stanford. The school encompasses 24 departments and 25 interdisciplinary programs. H&S is home to fundamental and applied research, where free, open, and critical inquiry is pursued across disciplines. As the university’s largest school, H&S serves as the foundation of a Stanford undergraduate education no matter which discipline students pursue as a major. Graduate students work alongside world-renowned faculty to pursue and shape foundational research that leads to breakthroughs and discoveries that shed new light on the past, influence the present, and shape the future. Together, faculty and students in H&S engage in inspirational teaching, learning, and research every day.

Department/Program Description:

The Stanford Center for Computational, Evolutionary, and Human Genomics (CEHG, http://cehg.stanford.edu) is an interdisciplinary hub for evolutionary and genomic research. Through diverse programs, events, and communications, CEHG facilitates interactions across campus and with cross-institutional partners in academic areas connected to evolution and genomics.

Position Summary

The Stanford Center for Computational, Evolutionary, and Human Genomics (CEHG) is seeking an Events and Communications Coordinator. This position works under general supervision of the CEHG faculty Co-Directors. The Events and Communications Coordinator will develop content to promote center activities, communicate events and news items with groups of center members, manage the CEHG website and blog, and organize and staff events such as academic seminars, conferences, and social gatherings. The Events and Communications Coordinator will also coordinate communication and events with inter‑institutional partners of CEHG. The Events and Communications Coordinator will assist with editorial workflow and communication for CEHG‑related publications.

The Events and Communications Coordinator must possess and demonstrate a positive outlook on continuous process improvement efforts while maintaining a team‑based and customer‑focused mindset. It is critical that this position exhibit the abilities to practice sound judgment and decision‑making, effective written & oral communication, strong attention to detail, and respectful relationship management. This position must also exhibit a strong desire to continuously learn new and unfamiliar business topics, policies, and procedures as they relate to Communications and Event Planning – the ability to translate this information into operational successes will be critical.

Key Responsibilities:

• Develop content to promote center activities, in formats such as blog posts, interviews, social media posts, and reports.

• Regularly communicate events and news items with groups of center affiliates, including faculty, fellows, the entire center community, and external partners.

• Help in development and management of new programming such as academic conferences and online events.

• Help in designing, planning, implementing, and coordinating customized events such as full‑day symposia and a weekly symposium series.

• Help in managing and editing of recorded videos of events.

• Utilize and maintain complex records such as websites and mailing lists.

This is a 100% FTE, exempt, continuing position and will be based on the Stanford campus.

Preferred Requirements

• Excellence in written communication is essential; written communication involves both content development and event‑related coordination of stakeholders.
• Excellent interpersonal, oral communication, time management, and customer service skills. Must be well organized and detail‑oriented.
• Demonstrated success planning events.
• Ability to work both independently and as part of a team.
• Ability to establish priorities, manage shifting priorities, and handle numerous time‑sensitive projects with multiple deadlines.
• Demonstrated creativity, problem solving skills, taking initiative, judgment, and decision‑making skills.
• Ability to accomplish goals working through formal and informal channels, with diplomacy and tact.
• Knowledge of Microsoft Office suite and other online documents, such as Google Docs; ability to learn specialized software and workflows.
• Ability to interact and successfully collaborate with a broad spectrum of contributing groups and customers.
• Experience with video editing, social media, graphic design, and academic publishing are desirable.

Responsibilities

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.

• 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, pressand/or media.

• Responsible for budget planning and management, venue management and equipment and facilities management for specific events.

• Oversee development of registration strategy and logistics.

• Build and maintain relationships with internal and external partners.

• Procure and coordinate vendor services. Negotiate vendor contracts to minimize liability and risks.

• Research and provide recommendations for potential event locations, and evaluate alternatives.

• Investigate, document and report complaints regarding all aspects of events including customer service, crowd control and staff issues.

• May inspect event facilities for maintenance, janitorial and fire safety issues, ensuring enforcement of Environmental Health and Safety and other facility regulations. Arrange for correction if issues are found.

• Communicate with visiting entities such as vendors, teams, coaches and officials for assigned events.

• Train and supervise junior event planners in proper execution and implementation of events.

• May oversee support staff, students, and contingent event staff.

Minimum Education andExperience:

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.

• Ability to work both independently and as part of a team.

• Excellent interpersonal, communication, time management, and customer service skills. Must be well organized and detailed oriented.

• Exceptional customer service skills with the ability to cultivate partnerships.

• Demonstrated high level of confidence in making strategic decisions, good judgment, and innovative and creative problem solving skills.

• Knowledge of Microsoft Office suite, File Maker Pro and knowledge of cloud applications such as Google Docs and Forms.

• Ability to interact and successfully collaborate with a broad spectrum of contributing groups and customers.

Certificates and Licenses Required:

Must possess and maintain a valid California non-commercial Class C Driver’s License.