Program Coordinator - Center for Russian, East European & Eurasian Studies

Stanford University; Palo Alto (CA); Hybrid; USD 47,000 - 52,000; Full time

Job summary

Stanford University’s Center for Russian, East European and Eurasian Studies (CREEES) seeks an Events and Communications Coordinator to support academic events, including seminars, lectures, conferences, and receptions. The coordinator manages logistics, facilities, AV, travel, lodging, budgets, and reimbursements, and collaborates with co-sponsoring units.

The role requires strong writing, organizing, and vendor coordination, with experience in coordinating publications and website content.

Qualifications

• High school diploma and three years of administrative experience.
• Experience planning conferences, seminars, and events.
• Strong written and verbal communication.
• Ability to manage multiple tasks and vendors.
• Experience with updating website content.

Responsibilities

• Schedule, organize, and operate conferences, seminars, and events; coordinate logistics and vendors.
• Draft and disseminate routine communications and materials; handle travel arrangements and reimbursements.
• Plan calendars; arrange travel in compliance with policies; track expenditures.
• Maintain websites and assist with publicizing events.

Skills

Excellent English writing and speaking

Strong organizational skills

Ability to prioritize and multi-task

Education

High school diploma

Tools

Canva

Adobe Creative Suite

Job description

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 - 3 days per week on-site.

Budgeted Salary

The budgeted base salary range for this position is $34.07 to $37.96 per hour.

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 Center for Russian, East European and Eurasian Studies (CREEES) is Stanford University's hub for the multi-disciplinary study of the vast region stretching from the Berlin Wall to the Bering Strait. The objectives of the center include: promoting language study and expanding the area studies curriculum; training master’s students in Russian, East European & Eurasian Studies; supporting undergraduate and graduate students, especially with regard to funding for research and language study; hosting renowned area specialists for guest teaching, public lectures, conferences, and cultural events; and supporting community outreach activities.

CREEES is part of the Stanford Global Studies Division in the School of Humanities and Sciences. CREEES is also a Department of Education Title VI National Resource Center.

Brief Position Summary

This is a 100%, non-exempt, two-year fixed-term position.

Event Management

The Events and Communications Coordinator is responsible for supporting the Center for Russian, East European & Eurasian Studies (CREEES) academic events, including seminars, lecture series, film series, conferences, workshops, outreach events, graduation, and receptions. The Coordinator manages all logistics associated with Center events, including arranging appropriate facilities, janitorial service, furniture, and AV and tech support. S/he communicates in a professional manner with Center guests, supervising the logistics of travel and lodging arrangements, business meals, campus orientation, collecting required paperwork, and securing reimbursements and payments. S/he collaborates with colleagues in co-sponsoring units. The Coordinator reports to the Associate Director and works with the Center Administrator to manage individual event budgets, ensure compliant expenditures, and charge proper Center accounts.

Communications

The Events and Communications Coordinator is responsible for Center print and online publications, including: event and course posters, conference programs, brochures, newsletters, website postings, email newsletters, as well as social networking presence (LinkedIn, Facebook, Twitter). The Coordinator performs basic graphic design and layout in developing these publications. Though the Coordinator works collaboratively with the Center Director, Associate Director, and other staff, s/he takes responsibility for coordinating publication logistics, managing content, design, and stylistic editing. The Coordinator also works with vendors to obtain quotes and evaluate quality and process.

In addition, the Coordinator assists the Associate Director and Director with grant preparation and reporting, gathering and entering data in online reporting systems and in Center archives and history projects. The program strongly prefers someone with a degree in the humanities or social sciences.

Preferred Qualifications

• Four-year college degree or equivalent (preferably in humanities or social sciences)
• One to two years of event management experience in an academic setting (2+ years preferred)
• A detail-oriented approach to event logistics and the capacity for thorough and appropriate follow-through with vendors and guests.
• Experience working in a fast-paced, collaborative setting.
• Excellent English writing and speaking skills necessary for effective communication with faculty, visiting scholars, and other CREEES guests.
• Excellent writing and proofreading skills, with additional experience in professionally publicizing events in various media, and with current publication software programs.
• Ability to identify and solve basic design problems and experience in creating graphic designs.
• Webpage management or updating skills.
• Experience with Canva, but especially Adobe Creative Suite (particularly InDesign, Photoshop and Illustrator) preferred.
• Perform basic graphic design with limited scope/complexity. Develop a variety of communication pieces including advertising, brochures, newsletters, catalogs, direct mail, fliers, and websites.

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.