Events & Program Operations Coordinator (AA2)

Stanford University; Palo Alto (CA); Hybrid; USD 40,000 - 75,000; Full time

Job summary

Stanford University is seeking an Events & Program Operations Coordinator (AA2) in Stanford, CA. This hybrid position supports STVP and the School of Engineering with planning, logistics, and on-site execution across events and programs.

You will manage recruitment outreach, community-building activities, and general office operations, ensuring timely delivery and satisfaction for internal and external stakeholders. Must be eligible to work in the U.S.

Qualifications

• High school diploma and three years of administrative experience, or combination of education and relevant experience.
• Strong organizational skills and attention to detail; ability to multi-task.

Responsibilities

• Respond to inquiries and act as a resource regarding policies and procedures.
• Plan and schedule conferences, seminars, and events; coordinate logistics and vendors.
• Draft and disseminate routine communications and materials; assist with travel planning.

Job description

Events & Program Operations Coordinator (AA2)

Stanford, CA, United States (Hybrid)

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 $29.36 to $54.80 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

• 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

Responsibilities

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.

• Pay Range
• $56,651.42-$105,749.31
• Pay Frequency
• Hourly
• Fixed Term
• N
• Stanford Schools and Units
• School of Engineering
• Full time or Part time
• Full Time
• Regular or Temporary
• Regular
• Job Category
• Administration
• Posting Date
• 09/04/2026, 02:48 AM
• Grade
• E
• Job Identification
• 200873

Notice to Applicants

The job duties listed are typical examples of work performed by positions in this job classifications 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 their 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.

Stanford University provides job pay ranges representing its good faith estimate of what the university reasonably expects to pay for a particular job. The specific pay offered to a selected candidate will be determined based on a wide range of factors that are unique to each candidate, including but not limited to geographic work location, relevant knowledge, skills and abilities, relevant education, years of relevant experience, depth and breadth of relevant experience, and performance; further including but not limited to other business and organization needs such as the scope and responsibilities of the position, the minimum qualifications, departmental budget availability, and market and internal equity across the university, school/ unit, department, as well as job reporting relationships.