Events & Program Operations Coordinator (AA2)

Stanford University School of Medicine; Palo Alto (CA); Hybrid; USD 96,421,000 - 117,110,000; Full time

Job summary

STVP is seeking a detail-oriented Events & Program Operations Coordinator to join our small, fast-paced, impact-driven team. Youll support the full event lifecycle—from initial planning and logistics to on-site execution and post-event analysis—while providing essential program support and day-to-day administrative operations.

This primarily on-site role offers hybrid flexibility when not supporting events and involves recruitment assistance, community-building initiatives, and coordinating

Qualifications

• Minimum education: High school diploma and three years of administrative experience.
• Proficient computer skills and experience with office software and email applications.
• Strong organizational and communication abilities with customer service focus.

Responsibilities

• Respond to inquiries and act as a resource on policies and procedures.
• Schedule, organize, and operate conferences, seminars, and events; coordinate logistics with vendors.
• Draft communications and materials; prepare and disseminate course handouts and reports.
• Plan calendars, arrange travel per policies, and monitor routine financial transactions.
• Maintain office supplies, coordinate moves, and support HR transactions as needed.

Skills

Attention to detail

Customer service

Organizational skills

Verbal and written communication

Multitasking

Interpersonal skills

Education

High school diploma

Tools

AirTable

Luma

Job description

Job Description

This position has been deemed critical by the School of Engineering Dean's Office and is exempt from the hiring freeze. Note - Visa sponsorship is not available for this position. All candidates must be eligible to work and live in the U.S.

Work Arrangement

This position is eligible for a hybrid work arrangement with a minimum of 3 days/week working at the Stanford main campus, subject to operational needs.

Budgeted Salary

The budgeted base salary range for this position is $33.65 to $40.87 per hour.

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.

About STVP

Stanford Technology Ventures Program (STVP) is Stanford University's entrepreneurship center, housed within the School of Engineering's Department of Management Science and Engineering. As one of the world's leading entrepreneurship education programs, STVP is dedicated to accelerating high-technology entrepreneurship through cutting-edge research, innovative education, and thought leadership. The program brings together students, faculty, researchers, and industry leaders to foster breakthrough innovations that create positive global impact.

Position Overview

STVP is seeking a detail-oriented and service-minded Events & Program Operations Coordinator to join our small, fast-paced, impact-driven team committed to service excellence. You'll be a key contributor to STVP's operations, supporting everything from intimate board meetings to large-scale entrepreneurship events, all requiring sustained attention and multitasking. Your responsibilities will span the full event lifecycle—from initial planning and logistics coordination to on-site execution and post-event analysis. Beyond events, you'll provide essential program support including recruitment assistance, community building initiatives, and day-to-day administrative operations that keep our dynamic team running smoothly. This is a primarily on-site role with some flexibility for hybrid work when not supporting events.

In This Role, You Will Provide

Events Planning & Execution (50%)

• Speaker Release Forms
• Photographer booking and coordination
• Set up event pages, registration, RSVP communication
• Organize event photos into event libraries
• Work event registration tables, welcome guests
• Post-event cost and attendance summaries

Program Support (25%)

• Recruitment campaign assistance
• Timetabling and facilitating student program interview process
• Facilitate community building events
• Purchasing and sending thank you gifts

General Office Administration (20%)

• Maintenance of STVP suite
• Managing STVP's operations calendar
• Assist with managing inbound requests in STVP inbox
• Welcoming guests and general hospitality

Communications (5%)

• Fellows website updates

Preferred Requirements

• Experience in higher education, particularly in entrepreneurship or innovation programs
• Knowledge of the entrepreneurship ecosystem and Stanford's entrepreneurial landscape
• Familiarity with AirTable, Luma, or similar platforms

Physical Requirements

• Valid California Drivers License Required.
• Driving Required. Events are held all over the Bay Area.

Working Conditions

• Primarily on-site role with some flexibility for hybrid work when not supporting events
• Fast-paced environment requiring sustained attention and multitasking
• 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.

Core Duties

• Respond to inquiries, and determine and take appropriate action as required. Serve as a resource regarding a defined set of policies and procedures.
• Perform duties associated with scheduling, organizing, and operating conferences, seminars, and events, including recommending vendors for services, overseeing the production and distribution of materials, coordinating logistics, and serving as liaison with internal and external vendors.
• Draft and/or generate routine communications; coordinate production (formatting, copying, etc.) and dissemination of documents, such as presentations, course handouts, grant proposals, conference and seminar materials, reports, brochures, and displays.
• Plan and schedule calendar(s) based on consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
• Process and monitor routine financial transactions, which may include researching and resolving discrepancies.
• Maintain office supplies and equipment; obtain vendor quotations, as needed. Coordinate office moves.
• May serve as the point of contact for general maintenance, health and safety, and other facility concerns within the unit(s); report any incidents or potential safety problems to appropriate representatives. Track completion of required training.
• Maintain approved content on websites.
• May perform human resources transactional support, e.g. time cards, I9s, and/or faculty affairs support.
• May guide and train student and/or contingent workers including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, and reviewing work for quality and timeliness.

Minimum Education And Experience

High school diploma and three years of administrative experience, or combination of education and relevant experience.

Knowledge, Skills And Abilities

• Proficient computer skills and demonstrated experience with office software and email applications.
• Demonstrated success in following through and completing routine tasks.
• Strong organizational skills and attention to detail.
• Strong verbal and written communication skills.
• Excellent customer service and interpersonal skills.
• Ability to prioritize and multi-task.