E-3 Visa Event Coordinator Jobs

JOB PURPOSE:

This position supports the Stanford University Emeriti/ae Council in its provision of events, programs, and information resources to the Stanford Emeriti/ae Community, including scheduling, registration, and attendee tracking and technology support of programs; website updating; newsletter preparation, editing, and distribution; and presentation and materials support, logistics, and distribution of pre- and post-event evaluations.

CORE DUTIES:

• Support the design, planning, implementation, and coordination of Emeriti/ae Council events.
• Create, design, and edit newsletters, websites, flyers, and other event promotion content. Update and maintain website content to ensure accuracy and accessibility.
• Prepare event materials including agendas, handouts, name badges, and signages.
• Coordinate event registration and confirmations.
• Provide on-site and virtual support during events, such as monitoring Zoom sessions, managing hybrid technology, check-ins, directions, equipment set-up, clean-up, and event parking.
• Provide general administrative assistance for department; handle phone calls, emails, and other correspondence relating to event(s).
• Liaise with donors, alumni, senior staff, faculty, trustees, and other staff.
• Coordinate facility, exhibit set-up, equipment, and catering requirements.
• Contribute to vendor and site selection, arrangements, and scheduling.

MINIMUM REQUIREMENTS:

Education & Experience:

Associate degree and two years of relevant experience or combination of education and relevant experience.

Knowledge, Skills and Abilities:

• Knowledge of supporting events. Experience with planning logistics and providing support, including technology support, in both in-person and virtual settings.
• Ability to manage shifting priorities and handle numerous time-sensitive projects with multiple deadlines.
• Ability to work independently and be self-motivated.
• Demonstrated ability in problem solving, taking initiative, judgment, and decision-making.
• Excellent interpersonal, communication, time management, and customer service skills. Must be well organized and detail oriented.
• Strong writing and editing skills; ability to adapt content for different audiences.
• Strong knowledge using design tools (Canva, Adobe).
• Familiarity with website management tools (Drupal).
• Proficient knowledge of Microsoft Office suite (Word, Excel, PowerPoint, and Outlook) and Google Workspace (Google Drives, Docs, and Sheets).
• Experience with Zoom and willingness to learn hybrid meeting technology.
• Ability to interact with a broad spectrum of academic clients.
• Prior experience in a higher education university setting and working with faculty is strongly preferred.

Certifications and Licenses:

• Must possess and maintain a valid California non-commercial Class C Driver’s License.

Physical Requirements:

• Frequently stand/walk, sit, perform desk-based computer tasks, and use a telephone.
• Occasionally kneel/crawl, twist/bend/stoop/squat, grasp lightly/fine manipulation, and grasp forcefully, lift/carry/push/pull objects that weigh 21-40 pounds.
• Ability to drive day and night.

WORKING CONDITIONS:

• May require some travel and working evenings and weekends.

WORK STANDARDS:

• When conducting university business, must comply with California Vehicle Code and Stanford University driving requirements.
• 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.

COMPENSATION:

• The expected pay range for this position is $29.82 to $33.00 per hour. The actual pay will be pro-rated based on the 50% FTE.

Stanford University provides pay ranges representing its good faith estimate of the salary or hourly wage the university reasonably expects to pay for a position upon hire. The pay offered to a selected candidate will be determined based on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, geographic location and external market pay for comparable jobs.

At Stanford University, base pay represents only one aspect of the comprehensive rewards package. The Cardinal at Work website provides detailed information on Stanford’s extensive range of benefits and rewards offered to employees. Specifics about the rewards package for this position may be discussed during the hiring process.

Consistent with its obligations under the law, the University will provide reasonable accommodations to applicants and employees with disabilities. Applicants requiring a reasonable accommodation for any part of the application or hiring process should contact Stanford University Human Resources by submitting a contact form.

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.

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