This is a 100% FTE, continuing position. This position will be based on the Stanford campus and will be considered for an option of telecommuting (hybrid of working on-site and off-site), subject to operational need.
Note: Not all unique aspects of the job are covered by this job description
Interested candidates should upload both a cover letter and resume in addition to the online application.
SUMMARY:
The School of Humanities and Sciences (H&S) is the foundation of a liberal arts education at Stanford. The school encompasses 24 departments and 24 interdisciplinary programs. H&S is home to fundamental and applied research, where free, open, and critical inquiry is pursued across disciplines. As the university’s largest school, H&S serves as the foundation of a Stanford undergraduate education no matter which discipline students pursue as a major. Graduate students work alongside world-renowned faculty to pursue and shape foundational research that leads to breakthroughs and discoveries that shed new light on the past, influence the present, and shape the future. Together, faculty and students in H&S engage in inspirational teaching, learning, and research every day.
The Center for Russian, East European and Eurasian Studies (CREEES) is Stanford University's hub for the multi-disciplinary study of the vast region stretching from the Berlin Wall to the Bering Strait. The objectives of the center include: promoting language study and expanding the area studies curriculum; training master’s students in Russian, East European & Eurasian Studies; supporting undergraduate and graduate students, especially in regards to funding for research and language study; hosting renowned area specialists for guest teaching, public lectures, conferences, and cultural events; and supporting community outreach activities.
CREEES is part of the Stanford Global Studies Division in the School of Humanities and Sciences. CREEES is also a Department of Education Title VI National Resource Center.
JOB PURPOSE:
The CREEES Events and Communications Coordinator is central in helping carry out the Center’s core objectives, spending approximately 50% of his/her time on event management and the other 50% on communications.
Event Management
The Events and Communications Coordinator is responsible for supporting the Center for Russian, East European & Eurasian Studies (CREEES) academic events, including seminars, lecture series, film series, conferences, workshops, outreach events, graduation, and receptions. The Coordinator manages all logistics associated with Center events, including the arrangement of appropriate facilities, janitorial service, furniture, AV and tech support. S/he communicates in a professional manner with Center guests, supervising the logistics of travel and lodging arrangements, business meals, campus orientation, collecting required paperwork and securing reimbursements and payments. S/he collaborates with colleagues in co-sponsoring units. The Coordinator reports to the Associate Director and works with the Center Administrator to manage individual event budgets, ensure compliant expenditures, and charge proper Center accounts.
Communications
The Events and Communications Coordinator is responsible for Center print and online publications, including: event and course posters, conference programs, brochures, newsletters, website postings, email newsletters, as well as social networking presence (LinkedIn, Facebook, Twitter). The Coordinator performs basic graphic design and layout in developing these publications. Though the Coordinator works collaboratively with the Center Director, Associate Director, and other staff, s/he takes responsibility for coordinating publication logistics, managing content, design, and stylistic editing. The Coordinator also works with vendors to obtain quotes and evaluate quality and process.
In addition, the Coordinator assists the Associate Director and Director with grant preparation and reporting, gathering and entering data in online reporting systems and in Center archives and history projects.
CORE DUTIES*:
● Respond to inquiries, and determine and take appropriate action as required. Serve as a resource regarding a defined set of policies and procedures.
● Perform duties associated with scheduling, organizing, and operating conferences, seminars, and events, including recommending vendors for services, overseeing the production and distribution of materials, coordinating logistics, and serving as liaison with internal and external vendors.
● Perform basic graphic design with limited scope/complexity. Develop a variety of communication pieces including advertising, brochures, newsletters, catalogs, direct mail, fliers, and websites.
● Draft and/or generate routine communications; coordinate production (formatting, copying, etc.) and dissemination of documents, such as presentations, course handouts, grant proposals, conference and seminar materials, complex reports, brochures, and displays.
● Plan and schedule calendar(s) based on consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
● Process and monitor routine financial transactions, which may include researching and resolving discrepancies.
● Maintain office supplies and equipment; obtain vendor quotations, as needed. Coordinate office moves.
● May serve as the point of contact for general maintenance, health and safety, and other facility concerns within the unit(s); report any incidents or potential safety problems to appropriate representatives. Track completion of required training.
● Maintain approved content on websites.
● May perform human resources transactional support, e.g. time cards, I9s, and/or faculty affairs support.
● May guide and train student and/or contingent workers including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, and reviewing work for quality and timeliness.
* Other duties may also be assigned
MINIMUM REQUIREMENTS:
Education & Experience:
● High school diploma and three years of administrative experience, or combination of education and relevant experience.
Preferred Qualifications:
● Four-year college degree or equivalent
● One-two years of event management experience in an academic setting (2+ years preferred)
● A detail-oriented approach to event logistics, and the capacity for thorough and appropriate follow-through with vendors and guests.
● Experience working in a fast-paced, collaborative setting.
● Excellent English writing and speaking skills necessary for effective communication with faculty, visiting scholars, and other CREEES guests.
● Excellent writing and proofreading skills, with additional experience in professionally publicizing events in various media, and with current publication software programs.
● Ability to identify and solve basic design problems and experience in creating graphic designs.
● Webpage management or updating skills.
● Experience with use of Adobe Suite, particularly InDesign, preferred.
Knowledge, Skills and Abilities:
● Proficient computer skills and demonstrated experience with office software and email applications.
● Experience with Adobe Creative Suite, particularly InDesign, Photoshop and Illustrator, preferred.
● Demonstrated success in following through and completing routine tasks.
● Strong organizational skills and attention to detail.
● Strong verbal and written communication skills.
● Excellent customer service and interpersonal skills.
● Ability to prioritize and multitask.
Certifications and Licenses:
None
PHYSICAL REQUIREMENTS*:
● Constantly perform desk-based computer tasks.
● Frequently sitting.
● Occasionally stand/walk, reach/work above shoulders, grasp lightly/fine manipulation, grasp forcefully, use a telephone, sort/file paperwork or parts, lift/carry/push/pull objects that weigh up to 10 pounds.
● Rarely twist/bend/stoop/squat, kneel/crawl.
* 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.
WORKING CONDITIONS:
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.
Final offers of employment are contingent upon successful completion of national criminal background check, national sex offender registry search and, where applicable, driving record.
PAY TRANSPARENCY LANGUAGE
The expected pay range for this position is $31.79 to $37.96 per hour.
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.
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. 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 classifications 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 at stanfordelr@stanford.edu. For all other inquiries, please submit 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.
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