Event Planner (3-year Fixed Term)

This is a 3-year fixed term position.Please include both a resume and cover letter with your application for this position.

School / Unit description : The Office of Faculty Development, Diversity and Engagement (OFDDE) provides professional and leadership development and supports community-building, engagement and faculty recruitment for all career stages of Stanfords Professoriate workforce.

OFDDE promotes diversity in faculty recruitment through consultation with campus units and the IDEAL Provostial Fellows program.

The office supports faculty development through new faculty orientation, writing and mentoring workshops, briefings for department chairs, and in partnership with other campus units.

OFDDE cultivates faculty engagement through social opportunities and community-building on campus and also provides faculty data and reports for internal and external audiences.

Position Summary : This 3-year fixed-term position will provide event planning and coordination, administrative support and financial record keeping related to events and programs for the Office of Faculty Development, Diversity and Engagement (OFDDE) and the Stanford Emeriti / ae Council.

The position will report to the Executive Director, Faculty Engagement and Director of the IDEAL Fellows Program in OFDDE and will also receive work direction and performance evaluation from the Emeriti / ae Council.

The position will be assigned 50% to support OFDDE and 50% to support the work of the Emeriti / ae Council. The work location will be on Stanfords main campus in Palo Alto and is primarily an on-site position, with some limited opportunity to work remotely.

In this role, you will : Lead event planning and coordination for Emeriti / ae Council programs and events, IDEAL Provostial Fellows events, Early Career Faculty engagement events, Faculty Womens Forum events, and other events and programs, as needed.

Typical frequency of events is at least weekly during the regular academic year, though there may be times when multiple events will occur during a week, or on the same day.

Be responsible for budget planning and management and venue, catering, technology, and facilities management for events and programs.

Procure and coordinate vendor services and negotiate contracts. Oversee and be responsible for each event on-site.Serve as point person and liaison regarding event logistics and travel arrangements for consultants, event speakers, conference guests associated with Emeriti / ae Council, IDEAL Provostial Fellows and OFDDE events, programs and workshops.

Use Oracle financial system to process a variety of financial transactions related to vendors, requisitions and purchase orders : invoice payments, staff and visitor expense reimbursements, track invoices and requisition requests.

Monitor and reconcile PCard transactions. Communicate with and escalate financial issues to Executive Assistant / Office Manager, as needed.

Provide administrative support as needed for the Executive Director, the Emeriti / ae Council, and the Senior Associate Vice Provost.

To be successful in this role you will bring : Minimum Education and Experience Required : Bachelors degree and three years of relevant experience or combination of education and relevant experience.

Certificates and Licenses Required : Valid Non-Commercial Class California Drivers License.Knowledge, Skills and Abilities : Strong project management skills.

Strong time management skills.Self-starter able to establish and manage own project portfolio and proactively alert management to any issues or conflicts between projects and assignments.

Proficiency in Microsoft Word, Excel, PowerPoint and Outlook.Proficiency working with Google suite of products, including Google Drives, docs, sheets.

Proficiency using Zoom interface and setting up and administering Zoom meetings, including workshops and webinars.Ability to communicate professionally and effectively in the English language with a wide range of faculty, staff and students in person, online and in writing (email or correspondence).

In addition, preferred requirements include : Previous work experience in a higher education university setting, especially working with faculty members.

How To Apply : We invite you to apply for the position by clicking on the Apply for Job button. To be considered, please submit a cover letter and a resume with your online application.

The cover letter should briefly describe why you believe you are a good fit for this position.#J-18808-Ljbffr