Program Coordinator

Stanford University Emeriti/ae Council Event Coordinator

This position supports the Stanford University Emeriti/ae Council in its provision of events, intellectual and cultural programs, and information resources to the Stanford Emeriti/ae Community, including regular communications; administration of programs (often involving technology); website updating; newsletter preparation, editing, and distribution; presentation and materials support; logistics; distribution of pre- and post-program evaluations; and scheduling and monitoring of an interim Emeriti/ae Center.

Core Duties

• Event planning and coordination
  • Work with stakeholders on vision for events and goals
  • Lead end-to-end planning for events and programs including securing venues, ordering catering as needed, onsite management, and greeting guests
  • Create flyers and graphics for events
  • Create sign up forms, follow up with registration confirmation and reminder
  • Develop timelines, project plans, and run-of-show documents
  • Manage vendor relationships including caterers, venues, A/V, etc.
  • Coordinate event setup/breakdown logistics
  • Book accommodations for speakers and ensure they have a smooth process presenting
  • Respond to any event-related questions
• Administrative support to multiple groups and people
  • Support the Emeriti/ae Council Chairs and Working Group Leaders
  • Serve as primary point of contact internally and externally on behalf of Council
  • Schedule meetings and logistics
  • Write detailed meeting notes
  • Follow up on action items
  • Draft email letters and other correspondence
  • Create presentations
  • Schedule and monitor the Emeriti/ae Nook & Interim Center, encouraging and facilitating its usage
• Communications
  • Create communications strategy
  • Coordinate content collection
  • Send out promotional emails
  • Create quarterly newsletters
  • Update website and develop new material as needed
• Project and program management
  • Work with stakeholders to formulate plans, goals, and best practices
  • Provide strategic recommendations
  • Manage relations with collaborators and donors
  • Identify opportunities to improve workflows
  • Streamline administrative and event processes
  • Develop templates, guides, and standard operating procedures
• Budget management and financial system processing
  • Create budget proposals for projects
  • Ensure projects stay within budgets
  • Negotiate contracts with vendors
  • Process a variety of financial transactions related to vendors, requisitions and purchase orders
  • Monitor and reconcile PCard transactions
  • Maintain budget tracking

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 managing event teams and planning, developing budgets, and meeting budget goals.
• Experience planning logistics and providing support, including technology support, in both in-person and virtual settings.
• Excellent project management skills, and the ability to manage complex timelines and multiple projects.
• Ability to work both independently and as part of a team.
• Excellent interpersonal, communication, time management, and customer service skills. Must be well organized and detailed oriented.
• Exceptional customer service skills with the ability to cultivate partnerships.
• Demonstrated high level of confidence in making strategic decisions, good judgment, and innovative and creative problem-solving skills.
• Ability to interact and successfully collaborate with a broad spectrum of contributing groups and clients.
• 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.
• 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,

The expected pay range for this position is $82,650.00 to $85,000.00 per annum.

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.