Job Description

The Hoover Institution at Stanford University is seeking an Events Planner.

A cover letter and resume are required for full consideration.

About Stanford University's Hoover Institution: The Hoover Institution on War, Revolution, and Peace is a public policy research center devoted to the advanced study of economics, politics, history, and political economy—both domestic and foreign—as well as international affairs.

Founded in 1919 by Herbert Hoover before he became the thirty-first president of the United States, the Institution began as a repository of historical material gathered at the end of World War I. The library and archives have grown to be among the largest private repositories of documents on twentieth-century political and economic history. Over time the Institution expanded its mission from collecting archival material to conducting advanced research on contemporary history and economics and applying this scholarship to current public policy challenges.

JOB PURPOSE:

Plan and execute Stanford events, such as seminars, conferences, sports or alumni events, and other university related events. Consult with stakeholders and plan logistics, including registration and attendee tracking, presentation and materials support, and pre- and post-event evaluations.

The Hoover Events & Planning team provides strategic guidance and event management services for institutional events that are core to the mission of the Hoover Institution in the areas of research, Library & Archives, communications/marketing, and public affairs. Additionally, the team supports focused regional events for the Hoover Development staff. The Hoover Events & Planning team provides a variety of pre and post event management services to include logistics, protocol, scheduling, coordination attendance tracking, vendor management, and communications across the Stanford campus. The Hoover Events & Planning team is an integral part of the Shared Services department, coordinating over 350 annual events ranging in size from 15-400 attendees.

CORE DUTIES*:

• Design, plan, implement, and coordinate customized events.
• Evaluate and select vendors and providers of services considering stakeholder requests and requirements.
• Serve as a member of an events team, and contribute in a wide variety of functional areas including decisions around budget allocation, event logistics and facilities.
• Consult with stakeholders to determine objectives and requirements.
• Inspect event facilities to ensure they conform to the event needs.
• Manage accounting operations relating to registration, including daily accounting procedures and reports, final monetary summaries, and/or account transfers.
• May serve as project leader on smaller scale events, coordinating teams that plan, implement, and manage all aspects of events or manage program elements of larger scale events.
• Utilize and/or maintain complex databases. May use specialized event planning software.
• May inspect event facilities for maintenance, janitorial and fire safety issues.

ADDITIONAL CORE DUTIES*:

• Responsible for managing and reconciling various event calendars.
• Serve as lead on small to medium scale events, conferences, and fundraisers.
• Responsible for maintaining novelty inventory.
• Responsible for pre-event setups and post-event evaluations and budgets.
• Responsible for creating and maintaining event timelines and following team SOPs
• Maintain and update event databases, create invitations, compile reports and communications, and enter accurate rsvps.

• Contribute to a culture of continuous improvement and collaboration by actively participating in the Hoover Way. (Agile Methodology)

Note: 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.

MINIMUM REQUIREMENTS:

Education & Experience:

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

Knowledge, Skills, and Abilities:

• Demonstrated success planning events.
• Ability to work both independently and as part of a team.
• Ability to establish priorities, manage shifting priorities, and handle numerous time-sensitive projects with multiple deadlines.
• Demonstrated creativity, problem solving skills, taking initiative, judgment, and decision-making skills.
• Ability to accomplish goals working through formal and informal channels, with diplomacy and tactfulness.
• Excellent interpersonal, communication, time management, and customer service skills. Must be well organized and detail oriented.
• Knowledge of Microsoft Office suite and other online documents, such as Google Docs.
• Ability to interact and successfully collaborate with a broad spectrum of contributing groups and customers.
• Proficient in database management software
• Experience with data entry and manipulation
• Ability to troubleshoot and resolve database issues
• Knowledge of database security protocols
• Experience with data analysis and reporting

Desired/Preferred Knowledge, Skills and Abilities:

• Demonstrated proficiency using the following: Google Suite; MailChimp; Salesforce; Social Tables; Aventri; Uber Business; and Canva.
• 25 Live CollegeNET; Oracle (Stanford iProcurement, Pcard, TCard); Stanford Events Calendar a plus.
• Demonstrated ability to work effectively in a high volume environment with multiple stakeholders.

Certifications and Licenses:

• Valid Non-Commercial Class California 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 obtain and maintain a California Non-commercial Class license and drive day or night.

• Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of the job.

WORKING CONDITIONS:

• May require some travel and working evenings and weekends.

The expected pay range for this position is $64,480 - $83,000 per annum. Stanford University provides pay ranges representing its good faith estimate of what the university reasonably expects to pay for a position. 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.

WORK STANDARDS:

• When conducting university business, must comply with the 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 Hoover Institution at Stanford University is an equal opportunity employer and all qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.

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