Convention Industry Council - CIC
Event Planner (3-year Fixed Term)
Convention Industry Council - CIC, Palo Alto, California, United States, 94306
This is a 3-year fixed term position.
Check all associated application documentation thoroughly before clicking on the apply button at the bottom of this description.Please include both a resume and cover letter with your application for this position.School/Unit description:
The Office of Faculty Development, Diversity and Engagement (OFDDE) provides professional and leadership development and supports community-building, engagement and faculty recruitment for all career stages of Stanford's Professoriate workforce. OFDDE promotes diversity in faculty recruitment through consultation with campus units and the IDEAL Provostial Fellows program. The office supports faculty development through new faculty orientation, writing and mentoring workshops, briefings for department chairs, and in partnership with other campus units. OFDDE cultivates faculty engagement through social opportunities and community-building on campus and also provides faculty data and reports for internal and external audiences.Position Summary:
This 3-year fixed-term position will provide event planning and coordination, administrative support and financial record keeping related to events and programs for the Office of Faculty Development, Diversity and Engagement (OFDDE) and the Stanford Emeriti/ae Council. The position will report to the Executive Director, Faculty Engagement and Director of the IDEAL Fellows Program in OFDDE and will also receive work direction and performance evaluation from the Emeriti/ae Council. The position will be assigned 50% to support OFDDE and 50% to support the work of the Emeriti/ae Council. The work location will be on Stanford's main campus in Palo Alto and is primarily an on-site position, with some limited opportunity to work remotely.In this role, you will
Lead event planning and coordination for Emeriti/ae Council programs and events, IDEAL Provostial Fellows events, Early Career Faculty engagement events, Faculty Women's Forum events, and other events and programs, as needed. Typical frequency of events is at least weekly during the regular academic year, though there may be times when multiple events will occur during a week, or on the same day.Be responsible for budget planning and management and venue, catering, technology, and facilities management for events and programs. Procure and coordinate vendor services and negotiate contracts. Oversee and be responsible for each event on-site.Serve as point person and liaison regarding event logistics and travel arrangements for consultants, event speakers, conference guests associated with Emeriti/ae Council, IDEAL Provostial Fellows and OFDDE events, programs and workshops.Use Oracle financial system to process a variety of financial transactions related to vendors, requisitions and purchase orders: invoice payments, staff and visitor expense reimbursements, track invoices and requisition requests. Monitor and reconcile PCard transactions. Communicate with and escalate financial issues to Executive Assistant/Office Manager, as needed.Provide administrative support as needed for the Executive Director, the Emeriti/ae Council, and the Senior Associate Vice Provost.To be successful in this role you will bring Minimum Education and Experience Required:
Bachelor's degree and three years of relevant experience or combination of education and relevant experience.Certificates and Licenses Required:
Valid Non-Commercial Class California Driver's License.Knowledge, Skills and Abilities:
Strong project management skills.Strong time management skills.Self-starter able to establish and manage own project portfolio and proactively alert management to any issues or conflicts between projects and assignments.Proficiency in Microsoft Word, Excel, PowerPoint and Outlook.Proficiency working with Google suite of products, including Google Drives, docs, sheets.Proficiency using Zoom interface and setting up and administering Zoom meetings, including workshops and webinars.Ability to communicate professionally and effectively in the English language with a wide range of faculty, staff and students in person, online and in writing (email or correspondence).In addition, preferred requirements include:
Previous work experience in a higher education university setting, especially working with faculty members.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 excellent retirement plans, generous time-off, and family care resources.A healthier you. Climb our rock wall, swim in our Olympic-sized pool, or choose from hundreds of health and fitness classes at our world-class exercise facilities. We also provide highly competitive health care benefits.Discovery and fun. Stroll through historic sculptures, trails and museums.Enviable resources. Enjoy free commute 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.The expected pay range for this position is $77,000 to $82,000 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.How To Apply:
We invite you to apply for the position by clicking on the " Apply for Job " button. To be considered, please submit a cover letter and a resume with your online application. The cover letter should briefly describe why you believe you are a good fit for this position.Additional Information
Schedule: Full-timeJob Code: 4883Employee Status: RegularGrade: GRequisition ID: 104251Work Arrangement: Hybrid Eligible
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Check all associated application documentation thoroughly before clicking on the apply button at the bottom of this description.Please include both a resume and cover letter with your application for this position.School/Unit description:
The Office of Faculty Development, Diversity and Engagement (OFDDE) provides professional and leadership development and supports community-building, engagement and faculty recruitment for all career stages of Stanford's Professoriate workforce. OFDDE promotes diversity in faculty recruitment through consultation with campus units and the IDEAL Provostial Fellows program. The office supports faculty development through new faculty orientation, writing and mentoring workshops, briefings for department chairs, and in partnership with other campus units. OFDDE cultivates faculty engagement through social opportunities and community-building on campus and also provides faculty data and reports for internal and external audiences.Position Summary:
This 3-year fixed-term position will provide event planning and coordination, administrative support and financial record keeping related to events and programs for the Office of Faculty Development, Diversity and Engagement (OFDDE) and the Stanford Emeriti/ae Council. The position will report to the Executive Director, Faculty Engagement and Director of the IDEAL Fellows Program in OFDDE and will also receive work direction and performance evaluation from the Emeriti/ae Council. The position will be assigned 50% to support OFDDE and 50% to support the work of the Emeriti/ae Council. The work location will be on Stanford's main campus in Palo Alto and is primarily an on-site position, with some limited opportunity to work remotely.In this role, you will
Lead event planning and coordination for Emeriti/ae Council programs and events, IDEAL Provostial Fellows events, Early Career Faculty engagement events, Faculty Women's Forum events, and other events and programs, as needed. Typical frequency of events is at least weekly during the regular academic year, though there may be times when multiple events will occur during a week, or on the same day.Be responsible for budget planning and management and venue, catering, technology, and facilities management for events and programs. Procure and coordinate vendor services and negotiate contracts. Oversee and be responsible for each event on-site.Serve as point person and liaison regarding event logistics and travel arrangements for consultants, event speakers, conference guests associated with Emeriti/ae Council, IDEAL Provostial Fellows and OFDDE events, programs and workshops.Use Oracle financial system to process a variety of financial transactions related to vendors, requisitions and purchase orders: invoice payments, staff and visitor expense reimbursements, track invoices and requisition requests. Monitor and reconcile PCard transactions. Communicate with and escalate financial issues to Executive Assistant/Office Manager, as needed.Provide administrative support as needed for the Executive Director, the Emeriti/ae Council, and the Senior Associate Vice Provost.To be successful in this role you will bring Minimum Education and Experience Required:
Bachelor's degree and three years of relevant experience or combination of education and relevant experience.Certificates and Licenses Required:
Valid Non-Commercial Class California Driver's License.Knowledge, Skills and Abilities:
Strong project management skills.Strong time management skills.Self-starter able to establish and manage own project portfolio and proactively alert management to any issues or conflicts between projects and assignments.Proficiency in Microsoft Word, Excel, PowerPoint and Outlook.Proficiency working with Google suite of products, including Google Drives, docs, sheets.Proficiency using Zoom interface and setting up and administering Zoom meetings, including workshops and webinars.Ability to communicate professionally and effectively in the English language with a wide range of faculty, staff and students in person, online and in writing (email or correspondence).In addition, preferred requirements include:
Previous work experience in a higher education university setting, especially working with faculty members.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 excellent retirement plans, generous time-off, and family care resources.A healthier you. Climb our rock wall, swim in our Olympic-sized pool, or choose from hundreds of health and fitness classes at our world-class exercise facilities. We also provide highly competitive health care benefits.Discovery and fun. Stroll through historic sculptures, trails and museums.Enviable resources. Enjoy free commute 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.The expected pay range for this position is $77,000 to $82,000 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.How To Apply:
We invite you to apply for the position by clicking on the " Apply for Job " button. To be considered, please submit a cover letter and a resume with your online application. The cover letter should briefly describe why you believe you are a good fit for this position.Additional Information
Schedule: Full-timeJob Code: 4883Employee Status: RegularGrade: GRequisition ID: 104251Work Arrangement: Hybrid Eligible
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