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Education Events Specialist (Hybrid)

Job Description


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 Ph.D. 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 Stanford Center for Continuing Medical Education (SCCME) is a global leader in the promotion of lifelong learning among professionals in healthcare. As such, we advance patient and population health and promote innovation by planning and implementing accredited continuing education activities to enhance the professional development of healthcare teams both locally and regionally, in the San Francisco Bay area, and in the greater Pacific Region, as well as nationally and globally.

Job Purpose

If you are an organized and detail-oriented professional with a passion for education and event management, we invite you to apply for the position of Education Events Specialist. Join our dynamic team and contribute to the advancement of educational events that inspire and empower healthcare professionals.

As an Education Events Specialist, you will be vital in planning, coordinating, and executing various medical education events and programs. Your primary responsibility will be to create engaging and informative experiences for healthcare professionals. You will collaborate with world-class clinicians to develop event strategies, manage logistics, and ensure the smooth execution of events. The ideal candidate should possess excellent organizational skills, attention to detail, and a passion for education.

Typical education programs in a year include:

  • two,  2–4-hour webinars each month
  • two, 1-2 day in-person conferences/symposia each month, and:
  • a few 90-minute webinars each year

This position requires a hybrid work arrangement with a regular in-person presence at our Page Mill office and on Stanford Campus. A typical schedule would be:

  • Once weekly in our Palo Alto office
  • As needed, an in-person presence is required to prepare and staff events across the Stanford Campus, local hotels, or destination locations.

Candidates for this position must commute from within the Stanford Work Location Region: Santa Clara, San Mateo, San Francisco, Alameda, Contra Costa, Marin, Napa, Sonoma, Solano, and Santa Cruz.

Core Duties

  • Event Planning: Collaborate with the team to conceptualize, plan, and organize educational events such as conferences, workshops, seminars, webinars, and training programs.
  • Content Development: Work closely with subject matter experts and educators to develop relevant and impactful event content, including presentations, learning materials, and handouts.
  • Logistics Management: Coordinate all logistical aspects of events, including venue selection, vendor management, catering, audio-visual setup, registration, and participant communications.
  • Budgeting and Financial Management: Develop and manage event budgets, track expenses, and ensure cost-effective solutions while maintaining quality standards.
  • Marketing and Promotion: Collaborate with the marketing team to develop event marketing strategies, create promotional materials, and manage online registrations and ticketing platforms.
  • Participant Engagement: Implement strategies to maximize participant engagement, including networking opportunities, interactive sessions, and post-event follow-ups.
  • Stakeholder Management: Establish and maintain relationships with key stakeholders, such as course Directors, planners, faculty, speakers, sponsors, and partners, to ensure their involvement and support in events.
  • Evaluation and Reporting: Collect participant feedback, analyze event success metrics, and prepare comprehensive reports to assess the impact and effectiveness of educational events.

  • 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, File Maker Pro and knowledge of cloud applications such as Google Docs and Forms.
    • Ability to interact and successfully collaborate with a broad spectrum of contributing groups and customers.

    Certifications and Licenses (Required): 

    Valid Non-Commercial Class California Driver’s License.

    Desired Qualifications

    • Coordination and planning of professional conferences/events experience.
    • Certification in meeting planning.
    • Knowledge of ACCME and AMA accreditation requirements.
    • Preferred customer relationship management (CMS)or learning management systems (LMS) knowledge.
    • Demonstrated high confidence level in making strategic decisions, good judgment, and innovative and creative problem-solving skills.
    • Must be comfortable with technology such as Microsoft Word, Excel, Outlook, conference event tools, and web-based tools.

    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.

    This position is a hybrid role.  Our hybrid employees go into the office once a week and can work from home when not preparing for and staffing any in-person activities.  Our events take place across the Stanford Campus, local hotels, or destination locations. As a result, physical mobility and the ability to navigate from one place to another quickly is very important. Moreover, light lifting of conference materials will be required, up to 20 lbs.

    Working Conditions:

    • This role may require some travel and working evenings and weekends.
    • Additional WORKING CONDITIONS: This role must be within the Stanford Work Location Region: Santa Clara, San Mateo, San Francisco, Alameda, Contra Costa, Marin, Napa, Sonoma, Solano, and Santa Cruz.

    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, http://adminguide.stanford.edu .

    The expected pay range for this position is $72,000 to $91,000 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 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.

    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.


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