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Admin & Communications Coordinator (Part-Time) (Palo Alto)
Admin & Communications Coordinator (Part-Time) (Palo Alto)Baker Institute for Children with Hearing Loss • Palo Alto, CA, US
Admin & Communications Coordinator (Part-Time) (Palo Alto)

Admin & Communications Coordinator (Part-Time) (Palo Alto)

Baker Institute for Children with Hearing Loss • Palo Alto, CA, US
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Admin & Communications Coordinator (Part-Time)

Reports to : Executive Director, in collaboration with the Director of Operations & HR

Location : Remote (strong preference for San Francisco Bay Area for occasional onsite event support)

Hours : 1520 hours / week (non-exempt)

Compensation : $25$30 / hour

About the Baker Institute for Children with Hearing Loss

The Baker Institute partners with families, professionals, and global collaboratorsincluding Stanford University , where our flagship Listen to Me! program beganto expand access to listening and spoken language (LSL) services for children with hearing loss. We run Listen to Me! family / professional conferences in California, Hawaii, and Kenya, and lead international training initiatives.

Role Summary

Were looking for a take-charge coordinator who anticipates needs, owns timelines, and keeps moving parts aligned. Youll run conference logistics end-to-end (registrations, vendors, travel, materials), keep our communications cadence on track (flyers, social media scheduling, basic newsletters), and surface risks before they become issues.

You Will Own (60% Events & Admin)

  • Run registrations : Set up / manage Eventbrite (codes, tracking, lists), export reports for name badges / check-in.
  • Drive logistics : Lock vendors and timelines (venues, catering, rentals, travel) and maintain a living run-of-show.
  • Prep materials : Programs, signage, surveys, print packets; coordinate shipping / onsite supply lists.
  • Post-event follow-through : Send surveys, compile results, deliver summary reports with clear next steps.
  • Admin backbone : Scheduling, vendor comms, basic invoicing, file organization (Google Drive) with naming / archiving discipline.

You Will Advance (40% Communications)

  • Create assets in Canva : Flyers, social tiles, simple event decks; ensure brand consistency.
  • Keep the drumbeat : Draft and schedule weekly social posts; coordinate a content calendar with the Comms Manager.
  • Measure & adapt : Track engagement and propose tweaks based on whats working.
  • Support basic email outreach : Occasional donor / event notes or newsletters.

    • What Proactive Looks Like Here

  • You build a backward timeline from event day and own reminders to the team.
  • You keep a risk log (e.g., venue contract lagging, print deadlines) and propose solutions.
  • You send Friday status notes with green / yellow / red items and decisions needed.
  • You create and reuse checklists / templates so the next event is even smoother.

    • Minimum Qualifications

  • 2+ years in nonprofit / event coordination or comms with visible ownership of timelines .
  • Mastery of Google Workspace; comfortable with Eventbrite (or similar) and Canva.
  • Strong written comms; clear, concise, and kind.
  • Organized, systems-minded, and deadline-reliable across multiple projects.
  • Able to work independently on a small, distributed team; occasional travel / onsite support.
  • (Preferred) Bay Areabased; experience with social scheduling tools (FB / IG / LinkedIn).

    • Nice to Have

  • Bloomerang (or other CRM), basic email platforms, Spanish proficiency.
  • Experience supporting donor events or family-facing programs.

    • Success in Your First 90 Days

  • Deliver a zero-surprise mini-event cycle (registration run-of-show post-survey report).
  • Stand up a 6-week content calendar and keep it on schedule.
  • Implement / refresh two reusable checklists (registrations, print / ship) and one dashboard (deadlines / risks).

    • Hours, Location & Pay

    1520 hrs / week; remote with occasional onsite support (primarily CA). $25$30 / hour (non-exempt). We value pay transparency and will calibrate within range based on experience.

    How to Apply

    Email Julie Cooper at JulieCooper@stanford.edu with :

  • Resume,
  • 1-page cover note, and
  • Quick work sample (3045 min total) :
  • A one-page event timeline (key milestones for a 3-day conference) and
  • A 2-week social schedule (6 posts total) with 12 sample Canva thumbnails attached / exported.
  • Subject : Admin & Comms Coordinator [Your Name]

    • We are an equal opportunity employer and warmly welcome candidates of diverse backgrounds and lived experiences.

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    Palo Alto • Palo Alto, CA, US

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