Program Coordinator Stanford Conferences
Residential & Dining Enterprises, Stanford, California, United States
New
Administration
Post Date 2 hours ago
Requisition # 108289
ABOUT STANFORD UNIVERSITY AND RESIDENTIAL & DINING ENTERPRISES:
Stanford University is one of the world's leading teaching and research universities. Founded in 1891, Stanford's mission is to create and share knowledge and to prepare students to be curious, to think critically, and to contribute to the world. With world-class scholars and seven schools located together on a single campus, Stanford offers academic excellence across the broadest array of disciplines including business, education, engineering, humanities and sciences, law, medicine, and sustainability. It also is an engine of innovation, blending theory and practice to move ideas and discoveries from labs and classrooms out into the world. Stanford strives to foster a culture of expansive inquiry, fresh thinking, searching discussion, and freedom of thought - preparing students for leadership and engaged citizenship in the world. The university is located between San Francisco and San Jose in the heart of California's Silicon Valley, on a scenic 8,180-acre campus.
Residential & Dining Enterprises (R&DE), the largest auxiliary organization at Stanford University, supports the academic mission of the university by providing high-quality services to students and other members of the university community. R&DE has an annual operating budget of $400M, operates 24/7/365, and oversees a $3B asset portfolio comprising over 7 million square feet-one-third of the campus footprint. R&DE provides housing for 16,000 students and dependents, serves 8 million meals annually at 48 student dining venues and 32 culinary enterprises. In addition, R&DE provides executive services, conference operations, and guest lodging. R&DE is a talented and diverse team of 1,200+ who comprise the following divisions: Student Housing Operations & Stanford Conferences; Stanford Dining and Hospitality & Auxiliaries; Maintenance Operations and Capital Projects; and a team of R&DE strategic business partners-Finance & Administration, Information Technology, Human Resources, and Strategic Communications and Marketing.
"Students (Customers) First" is R&DE's mantra and its strategic goals reflect its commitment to delivering service excellence to the campus community. R&DE's belief is "students are never an interruption in our day; they are the reason we are here."
R&DE's dedication to promoting fair treatment, access to opportunities, and a positive work environment is reflected in its essential priorities and efforts for cultivating a culture of operational excellence as a foundational cornerstone. R&DE is committed to creating and sustaining inclusive excellence where all staff feel a sense of belonging and are empowered to thrive.
ABOUT R&DE STANFORD CONFERENCES:
Stanford Conferences, a vital division within Residential & Dining Enterprises (R&DE) at Stanford University, serves as the university's centralized resource for the planning, coordination, and management of hospitality services for academically sponsored conferences, institutes, and youth programs held on the Stanford campus. We provide comprehensive support for conference and event logistics, including housing accommodations, dining arrangements, event venues, registration services, and policy guidance for both adult and youth residential programs. Our team specializes in ensuring seamless service delivery, risk management, and adherence to university standards and policies, while continually striving for excellence in customer satisfaction and operational quality.
Stanford Conferences collaborates closely with other R&DE divisions-including Student Housing Operations, Stanford Dining, Hospitality & Auxiliaries, Maintenance Operations and Capital Projects -as well as campus partners, to leverage Stanford's renowned facilities and services. Each summer, we successfully host over 125 residential conference groups and provide support to educational programs and special events throughout the academic year.
Our experienced team includes ten full-time staff members drawn from diverse backgrounds in conference and event management, customer service, operations, sales and marketing, and financial management. They are supported by a dedicated group of students and temporary staff hired on a seasonal or as-needed basis to meet program demands. Together, we deliver exceptional experiences to thousands of conference participants and program attendees, reflecting Stanford University's commitment to learning, community, and hospitality.
This role is currently designated as hybrid and may provide incumbents with flexibility for partial telecommuting.
JOB PURPOSE:
The Program Coordinator plays a key role in supporting the planning, coordination, and execution of services for Stanford Conferences. This position is responsible for managing daily administrative operations, providing logistical support for conferences and programs, and ensuring compliance with university policies. Working as part of an experienced team, the Program Coordinator collaborates with campus partners to deliver exceptional experiences for program participants, contributing to operational excellence and customer satisfaction aligned with Stanford University's commitment to service, learning, and community.
CORE DUTIES:
Independently implement, administer and evaluate day-to-day activities of the unit, function or program by identifying and executing tasks and objectives, making recommendations that impact policies and programs, and assigning resources to achieve the goals of the program.
Collect and analyze data, create reports, review and explain trends; formulate and evaluate alternative solutions and/or recommendations to achieve the goals of the program or function.
Analyze and interpret policies; develop, revise and implement procedures for program or function.
Represent the program or function as the key contact and subject matter expert within the department, unit or school. Commit resources and provide information and/or training. May also represent the program or function to external/internal stakeholders and constituencies.
Organize and/or participate in outreach activities that may include developing communications and training, planning/promoting events and/or conferences.
May participate in development of budgets, monitor, and approve expenditures. May perform limited forecasting and provide recommendations that determine the budget.
May direct staff to perform various tasks and assignments. May also supervise staff.
Manage daily office operations, including reception duties, handling phone calls and mail, purchasing supplies, scheduling recurring meetings, and overseeing company fleet management to ensure a smooth and efficient workplace.
Assist with the hiring process for student staff, interns or assistants, including recruitment, interviewing, and onboarding. Help develop and implement training programs to ensure that students are well-prepared for their roles. Supervise student workers, providing guidance, support, and performance evaluations.
Oversee the creation of accurate rosters and ensure timely uploads into the summer database. Monitor status and promptly address delays with clients and Account Managers. Manage service requests by preparing and distributing client packets, including keys, maps, and dining cards, and ensuring timely returns.
Coordinate meeting space requests for clients, communicate summer program details to building managers, and manage blanket work orders for the account management team.
Provide event planning support for R&DE and University-hosted events requiring R&DE coordination; assist with planning and execution of summer conference programs and special events.
MINIMUM REQUIREMENTS:
Education & Experience:
Bachelor's degree and three years of relevant experience or a combination of education and relevant experience.
Knowledge, Skills and Abilities:
Demonstrated ability to prioritize own work and multi-task.
Demonstrated excellent organizational skills.
Demonstrated ability to take initiative and ownership of projects.
Ability to communicate effectively both orally and in writing.
Ability to routinely and independently exercise sound judgment in making decisions.
Demonstrated experience working independently and as part of a team.
Relevant subject matter knowledge.
Ability to direct the work of others, for jobs requiring supervision.
Certifications and Licenses: None
Preferred Skills:
Proficiency in event management software (e.g. Cvent, Eventbrite)
Strong customer service skills
PHYSICAL REQUIREMENTS:
Constantly perform desk-based computer tasks.
Frequently stand/walk, sitting, grasp lightly/fine manipulation.
Occasionally use a telephone.
Rarely lift/carry/push/pull objects that weigh 11-20 pounds.
WORKING CONDITIONS:
Occasional work on evenings and weekends September-May. Summer is the peak operational period when work on evenings and weekends is typical and vacation requests may be accommodated on a limited basis.
WORK STANDARDS:
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.
The expected pay range for this position is $88,000-$98,000 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
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 enriches the world. Supporting this mission is our diverse and dedicated 17,000 staff. We seek talent driven to impact the future of our legacy. Our culture and unique perks empower you with:
Freedom to grow. We offer career development programs, tuition reimbursement, or course auditing. 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 accommodation to any employee with a disability who requires accommodation to perform the essential functions of his or her job.
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: 4121
Employee Status: Regular
Grade: H
Requisition ID: 108289
Work Arrangement : Hybrid Eligible
