Event Coordinator

Job Title: Faculty Programs and Events Coordinator - Direct hire

Duration: 01-Jul-2026 - 30-Jun-2027

Location: Stanford, California 94305 – Hybrid

Part time: 20 hours

Description:

Position Summary:

This position will provide event planning and coordination for a variety of programs, workshops and events; communications support; and administrative and financial support. This position will be responsible for leading the planning and coordinating the logistics for events. The position will report to the Associate Vice Provost for Faculty Development and Engagement (AVP-FDE).

CORE DUTIES:

Event planning and coordination (60%)

Plan and implement workshops, programs and events according to project goals, budgets, and timelines, including coordination of logistics, e.g. venues, event services/AV/equipment, catering, and travel and accommodations for speakers

Procure and coordinate vendor services, evaluate alternatives, and make recommendations

Coordinate event setup/breakdown logistics and provide onsite support for both in person and online events

Manage registration process, including signup forms and attendance tracking

Prepare event materials including agendas, flyers, name badges, and signage

Distribute communications related to programs, workshops and events, including email announcements, reminders, and post-event event follow up

Serve as point of contact for vendors, speakers, program partners, and guests

Track program expenses

Administrative and Financial Support (25%)

Provide notetaking support for FDE meetings

Update event templates, checklists, and standard operating procedures

Identify opportunities to improve operational workflows, and streamline administrative and event processes

Copy and distribute post-program surveys

Process financial transactions related to vendors, requisitions, and purchase orders. Monitor and reconcile procurement card transactions

Communications (15%)

Manage communications schedule according to event calendar

Compile and prepare emails/announcements for AVP review and approval

Distribute communications according to schedule and target audience

Compile FDE program descriptions and information for quarterly VPFA newsletter

Maintain and update website with event information according to web management protocol

Requirements:

Qualifications

Minimum Requirements:

Education & Experience:

Bachelor’s degree and three years of relevant experience or combination of education and relevant experience.

Knowledge, Skills and Abilities:

Demonstrated success planning events, preferably in an educational environment, developing event budgets, and meeting event goals.

Excellent organizational skills, and the ability to manage multiple projects and timelines.

Excellent interpersonal, communication, time management, and customer service skills.

Demonstrated ability to problem solve, take initiative, and exercise good judgment.

Proficient knowledge of Microsoft Office suite and Google Workspace.

Familiarity with website management tools (Drupal) and design tools (Canva, Adobe).

Experience with Zoom and willingness to learn hybrid meeting technology.

Ability to interact and successfully collaborate with a broad spectrum of contributing groups and audiences.

Ability to work both independently and as part of a team.

Prior experience in a higher education university setting is preferred.

The shift hours are not fixed and the candidates should be flexible, however, the events will takes place during the business hours.

Sometime consultants have to drive their own vehicle to carry the events luggage and boxes and they will not be re-imbursed for the mileage. and it's a part time role.