Events Planner

Abundance Network; United States; Hybrid; USD 74,000 - 89,000; Full time

Job summary

Stanford University’s Computer Science Department is seeking an Events Planner to plan and execute department events, including commencement, seminars, conferences, alumni events, and related activities. The role requires coordinating registration, attendee tracking, materials support, catering, and post-event evaluations, with a hybrid work arrangement allowing four days on campus.

Associate degree and three years of relevant experience are required.

Qualifications

• Associate degree and three years of relevant experience.
• Ability to plan and execute events with attention to detail.
• Experience coordinating vendors, registrations, and budgets.
• Strong communication and interpersonal skills.

Responsibilities

• Design, plan, and coordinate university events.
• Manage registrations and attendee tracking.
• Coordinate catering, venue setup, and materials.
• Lead post-event evaluations and reports.
• Collaborate with stakeholders across departments.

Skills

Event planning

Stakeholder management

Budgeting

Communication

Education

Associate degree

Tools

Microsoft Office

Google Docs

Job description

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

Work Arrangement

This position is eligible for a hybrid work arrangement with a minimum of 4 days/week working at the Stanford main campus, subject to operational needs.

Budgeted Salary

The budgeted base salary range for this position is $73,976 to $88,560 per annum.

The School of Engineering

Stanford Engineering has been at the forefront of innovation for over a century, creating pivotal technologies that have transformed the worlds of information technology, communications, health care, energy, business and beyond. Our faculty and students are creative risk-takers who pursue excellence across a breadth of disciplines. Our alumni include some of the world's most successful leaders in technology and business. Our staff are critical to enabling Stanford Engineering to accomplish its mission: seeking solutions to some of the world's most urgent challenges and educating leaders who will make the world a better place through the power of engineering principles, techniques and systems.

Founded in 1965, the Stanford Computer Science (CS) Department continues to lead the world in computer science research and education influencing society at levels that remain without parallel among academic institutions. Its spin-offs are among the most successful corporate ventures in the world, and many of the leaders in the academic and corporate research world are graduates of the Stanford CS Department. Computer Science website: https://cs.stanford.edu/

The Computer Science Department is looking for an Events Planner to plan and execute Computer Science Department events, such as our annual commencement, seminars, conferences, alumni events, and other departmental related events. The successful candidate will consult with stakeholders and plan logistics, including registration and attendee tracking, presentation and materials support, catering and clean up, and pre-and post-event evaluations.

Working Conditions & Physical Requirements

• May require some travel and working evenings and weekends.
• 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.

Plan and execute Stanford University events, such as trade shows, 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. Procure and coordinate vendor services. Coordinate facility, exhibit set-up, equipment and catering requirements. Provide on-site event support. May research potential event locations and evaluate alternatives.

Drivers License Requirements

• Must possess and maintain a valid California non-commercial Class C Driver's License.
• Ability to drive day or night.
• When conducting university business, must comply with the California Vehicle Code and Stanford University driving requirements.

Core Duties

• Design, plan, implement, and coordinate customized events.
• Evaluate and select vendors and providers of services considering stakeholder requests and requirements.
• Serve as a member of an events team, and contribute in a wide variety of functional areas including decisions around budget allocation, event logistics and facilities.
• Consult with stakeholders to determine objectives and requirements.
• Inspect event facilities to ensure they conform to the event needs.
• Manage accounting operations relating to registration, including daily accounting procedures and reports, final monetary summaries, and/or account transfers.
• May serve as project leader on smaller scale events, coordinating teams that plan, implement, and manage all aspects of events or manage program elements of larger scale events.
• Utilize and/or maintain complex databases. May use specialized event planning software.
• May inspect event facilities for maintenance, janitorial and fire safety issues.

Minimum Education and Experience

Associate degree and three years of relevant experience or combination of education and relevant experience.

Knowledge, Skills and Abilities

• 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 tactfulness.
• 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 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.