Alumni Event Operations Manager
Office of Development, Redwood City, California, United States
New
Marketing
Post Date 6 hours ago
Requisition # 108237
Main Work Location : Hybrid (at least 2 days per week on site)
To Apply : Please submit a cover letter and résumé along with your online application.
Stanford University is one of the world's premier academic and research institutions, devoting tremendous intellectual and physical resources toward the betterment of humanity. As a major Silicon Valley employer, Stanford seeks people committed to excellence and to improving our world. In turn, the University is committed to supporting its employees as they develop their careers and enrich their lives.
Stanford Medicine comprises Stanford University School of Medicine, a premier research-intensive medical school; Stanford Health Care, a hospital that is nationally recognized for quality patient care and leading-edge technology; and Stanford Children's Health.
Stanford Medicine Alumni Association and the Alumni Relations team serve over 25,000 alumni, who have completed an MD, PHD, Master's, Bachelor's degree, postdoc, residency, or fellowship at the Stanford School of Medicine, to help them foster life-long intellectual and emotional connections between the School of Medicine, Stanford Health Care, and its graduates. Collaborating partners include the Medical Center Development (MCD) events and marketing communications teams, the volunteer SMAA Board of Governors, the School of Medicine student services offices, Stanford Alumni Association and other on-campus external relations teams.
POSITION SUMMARY :
As the Event Operations Manager, this position will be extensively involved in the team's collaborative execution of 30-40 annual high-quality, creative events and programs associated with alumni programming, sponsorships, or board-related activities. You will contribute to a wide variety of functional areas to support the team including managing logistics, event material preparation, collateral support, customer service, coordination of vendors, inventory management, and meeting scheduling. Events will be a combination of team collaborations as well as independent program planning and execution. This position requires frequent interactions with a wide range of diverse alumni as well as current students of the School of Medicine, so excellent communication skills and a friendly approach to customer service is key. In addition, you will be responsible for all financial processes including vendor set up, requisition and invoice processing with central procurement, financial reconciliations and reports, and expense tracking. Please note this is not a fundraising/development position.
An ideal candidate must be highly detailed, organized, comfortable with multi-tasking, enjoy working with new applications/technology, proactive in seeking solutions, flexible, and resourceful. Creativity with event planning or customer interface is a plus.
This role will have a hybrid schedule, with your primary work location at our Redwood City, CA offices and the option to telecommute two to three days per week. Occasional event staffing will be required on evenings and weekends.
In this role you will *:
Partner with Alumni Relations program managers in planning, organizing, executing, and managing deliverables of multiple high-touch in-person/virtual/hybrid events.
Interface with alumni constituencies in providing information, assisting in event registrations, resolving problems, and/or providing a high level of customer service and responsiveness.
Manage day-to-day basic accounting operations to ensure the timely procurement and payment of goods and services for the department, including account set ups, invoice processing, accounting reports, final event cost summaries, travel reimbursements, and/or account transfers. Ensure that event expense summaries are complete after each event.
Develop event and informational communication efforts, outbound emails (Marketo, SPOT, Cvent applications)
Partner with Development Communications team to maintain web content, develop collateral for key events, and support social media efforts
Evaluate and select vendors and providers of services and promotional materials in compliance with Stanford procurement guidelines for vendor approvals and trademark usage policies.
May serve as project leader on smaller scale events and lead internal volunteer staff for large events.
Partner in the preparation of event materials, nametags, signage and reports for registration and other event support as needed.
Maintain and manage department inventories of promotional materials and supplies.
Manage and reconcile various meeting calendars, and provide administrative support and reporting for the department and our Board of Governors.
Build and maintain relationships with internal and external university partners.
Along with team colleagues, staff all Alumni relations programs and provide support in planning roles and responsibilities, and event logistics. Collaborate on improving execution and customer satisfaction.
Other duties may also be assigned.
To be successful in this position, you will bring :
Bachelor's degree and three to five years of relevant experience or a combination of education and relevant experience.
Superior project management skills, detail-oriented, and ability to manage multiple projects and complex timelines.
Experience managing budgets, payment processing, or invoice procedures with a central accounting or procurement office.
Ability to work both independently and as part of a team.
Demonstrated confidence in making decisions, using good judgment, and applying innovative and creative problem-solving skills.
Excellent interpersonal, communication, time management, and customer service skills.
Proficient in Microsoft Office, Google suite, familiarity with Zoom and Slack tools and comfortable learning new systems.
Computer proficiency and knowledge of Stanford systems of Oracle, Marketo, CARD, Adapt, is a plus.
PHYSICAL REQUIREMENTS :
Frequently stand/walk, sit, perform desk-based computer tasks, and use a telephone.
Occasionally grasp forcefully, use a telephone, lift/carry/push/pull objects that weigh up to 40 pounds.
Ability to obtain and maintain a California Non-commercial Class license and drive day or night
WORKING CONDITIONS :
This is a hybrid position requiring 2-3 days per week in the Redwood City Office and additional days on campus or at event venues as needed. The balance of workdays can be telecommuting from home.
This position requires some evening and weekend work.
May work outdoors.
Some local or domestic travel.
The expected pay range for this position is $72,972- $87,751 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 ( https://cardinalatwork.stanford.edu/benefits-rewards ) 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.
Why Stanford is for you :
Imagine a world without search engines or social platforms. Consider lives saved through first-ever organ transplants and research to cure illnesses. Stanford University has revolutionized the way we live and enrich the world. Supporting this mission is our diverse and dedicated 17,000 staff. We seek talent driven to impact the future of our legacy. Ourcultureandunique perksempower you with:
Freedom to grow . We offer career development programs, tuition reimbursement, or audit a course. Join a TedTalk, film screening, or listen to a renowned author or global leader speak.
A caring culture . We provide superb retirement plans, generous time-off, and family care resources.
A healthier you . Climb our rock wall, or choose from hundreds of health or fitness classes at our world-class exercise facilities. We also provide excellent health care benefits.
Discovery and fun . Stroll through historic sculptures, trails, and museums.
Enviable resources . Enjoy free commuter programs, ridesharing incentives, discounts and more!
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.
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._
Additional Information
Schedule: Full-time
Job Code: 4882
Employee Status: Regular
Grade: F
Requisition ID: 108237
Work Arrangement : Hybrid Eligible
