School/Unit Information

Educational Programs and Services (EPS) is home to departments and programs that are central to the educational mission of the Stanford University School of Medicine.  We serve all populations of students and trainees who participate in the School's programs: Stanford MD, MS, MSPA, and PhD students; visiting MD students seeking clinical clerkships; postdoctoral scholars and medical fellows; and medical practitioners seeking further professional enrichment. Our goal is to provide a Stanford School of Medicine experience worthy of our students' and trainees' talents, aspirations, and dedication.

Department Information

The Office of Graduate Education (OGE) aims to help train and empower the next generation of leaders and innovators within and beyond academia and industry. We recognize that our graduate students are the central drivers and conductors of some of the most transformative research in the world. Our office offers programs and services to support graduate students and sustain the level of excellence achieved by the Stanford Biosciences.

Job Purpose

The Office of Graduate Education at the Stanford School of Medicine is seeking an Events Lead and Courses Administrator (Events Planner 2) to design, plan and execute year-round OGE flagship events that may include graduate student lifecycle programs (orientation, orientation, lab coat ceremony, grad party, and commencement) as well as programs on wellness, professional development, those part of the Stanford Summer Research Program (SSRP) and ADVANCE community-building programs, admissions and recruitment travel, and other programs as needed.

This role will also:

• Plan and manage logistics, including room scheduling/reservations, catering, registration and attendee tracking, presentation and materials support, and pre- and post-event evaluations.
• Select venues, coordinate scheduling and procure and coordinate venue-related services.
• Coordinate logistics, including registration and attendee tracking, event confirmations, presentation and materials support, catering, travel, and pre- and post-event evaluations.
• Provide on-site and day-of event support.
• Research and provide recommendations for potential event locations and evaluate alternatives.

This role will be a key resource within the OGE team on 1) working knowledge of current university event policies as these pertain to events, including rules related to specific populations (e.g., graduate students), alcohol, equipment rentals and returns, specifications of facilities and spaces on or off campus and required event policies and 2) orienting student staff and/or student group leadership in proper execution, implementation, and evaluation of events as well as relevant and required event policies and processes.

This position will be based on the Stanford campus and will be considered for an option of telecommuting from the Bay Area (hybrid of working 2-3 days on-site), subject to operational need.

Core Duties

• Initiate and lead meetings with stakeholders to plan scope and format of events, establish and monitor budgets, and/or review administrative procedures and event progress.
• Serve as project leader on specific events, coordinating teams that plan, implement, and manage all aspects of events such as: marketing, vendors, registration, event feedback, , press and/or media.
• Responsible for budget planning and management, venue management and equipment and facilities management for specific events.
• Oversee development of registration strategy and logistics.
• Administer course scheduling including room reservation requests and confirmations, and catering if needed for courses.
• Audit academic courses (short 1-3 week mini-courses and the 6-week Autumn Quarter Foundations in Experimental Biology course designed for first year graduate students) for accuracy during the year prior to student registration/enrollment.
• Build and maintain relationships with internal and external partners.
• Procure and coordinate venues and vendor services. Negotiate venue and vendor contracts to minimize liability and risks.
• Research and provide recommendations for potential event locations, and evaluate alternatives.
• Investigate, document, and report complaints regarding all aspects of events including customer service, crowd control and staff issues.
• Devise, implement, and document business practices within course and event scheduling. Collate, organize, and disseminate these resources and best practice approaches to event planning to staff, students, faculty, and others.

Education & Experience (Required)

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

Knowledge, Skills and Abilities (Required)

• Demonstrated success managing event teams and planning, developing budgets, and meeting budget goals.
• 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.
• Knowledge of Microsoft Office suite and other online documents, such as Google Docs.
• Ability to interact with a broad spectrum of customers.

Certifications and Licenses

Valid Non-Commercial Class California Driver's License.

Physical Requirements

• Frequently stand/walk, sit, perform desk-based computer tasks, 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.
• Drive vehicle day and/or night with non-commercial license.

Working Conditions

May require some travel and working evenings and weekends.

Working 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 .

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. Our culture and unique perks empower 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.

As an organization that receives federal funding, Stanford University has a COVID-19 vaccination requirement that will apply to all university employees, including those working remotely in the United States and applicable subcontractors. To learn more about COVID policies and guidelines for Stanford University Staff, please visit https://cardinalatwork.stanford.edu/working-stanford/covid-19-guide/interim-policies/covid-19-vaccination-and-surveillance-testing

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.

Please note: Visa sponsorship is not available for this position.  All candidates must be eligible to work and live in the U.S.