Events and Office Coordinator

This position has been deemed critical by the School of Humanities and Sciences Dean’s Office and is exempt from the hiring freeze.

The School of Humanities and Sciences (H&S) is the foundation of a liberal arts education at Stanford. The school encompasses 23 departments and 25 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. 

Department/Program Description: The Division of Literatures, Cultures, and Languages (DLCL) in the School of Humanities and Sciences at Stanford University brings together scholars dedicated to the study and teaching of literatures, cultures, and languages from humanistic and interdisciplinary perspectives. The DLCL is made up of seven academic units: itself, the Departments of Comparative Literature, French and Italian, German Studies, Iberian and Latin American Cultures, and Slavic Languages and Literatures, and the Center for Medieval and Early Modern Studies (CMEMS). The Division offers courses, degrees, and research programs that seek to think about and explore the diversity, complexity, and richness of these national and transnational linguistic and cultural spheres. Our staff supports about 70 graduate and 250 undergraduate students and 40+ faculty and lecturers spanning over 18 graduate and 18 undergraduate programs.

Position Summary:  The DLCL is seeking an Events and Office Coordinator. This position is part of a four-person team that produces high-quality events and maintains our facilities. Reporting to the Events and Communications Manager, the Events and Office Coordinator will work directly with faculty and students to design, plan, implement, and execute high-quality events, such as seminars, lectures, conferences, colloquia, class field trips, and other university-related events, both on campus and off-campus. Some of the responsibilities include budget tracking, travel arrangements, space reservation, catering, event setup and breakdown, website updates, and expense processing. Other responsibilities include upkeep of the DLCL’s office suite and hubs (i.e., printer rooms, kitchenette areas, etc.), monitoring and purchasing supplies, equipment maintenance, opening and closing buildings, etc. The coordinator works closely with the Events and Communications Manager to maintain a safe working environment. As a collaborator with various academic departments and business units, the coordinator will understand how the university functions and will be expected to develop and maintain knowledge of the DLCL’s partnerships, priorities, and activities.

This is a busy position requiring high professionalism, strong attention to detail, follow-through, initiative, decision-making, sound judgment and respectful relationship management. The ideal candidate will bring a strong track record of running in-person, hybrid, and virtual events. They should possess a positive outlook on continuous process improvement efforts while maintaining a team-based and customer-focused mindset.

This is a 100% FTE continuing, non-exempt position. This position will be based on the Stanford campus and will be considered for an option of telecommuting (a hybrid of working on-site and off-site), subject to operational need.

If you believe that this opportunity is a match for your knowledge, skills, and abilities, we encourage you to apply by submitting a cover letter and resume in addition to the online application. Thank you for considering employment opportunities with the School of Humanities and Sciences.

CORE DUTIES:

• Act on behalf of the supervisor, department manager, or chair in regards to establishing priorities and identifying and resolving problems that are administrative in nature.

• Oversee and/or perform duties associated with scheduling, organizing, and operating complex conferences, seminars, and events, including arranging with vendors for services, overseeing the production and distribution of materials, administering logistics, and managing event within budget.

• Compose and draft documents and correspondence for presentations, course handouts, grants, conferences, seminars, and reports; perform substantial editing and fact checking. Create, maintain, modify, and/or ensure accuracy of content in various unit documents, displays, reports, brochures, social media, and/or websites.

• Plan and schedule calendar(s) with limited consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.

• Create complex reports and spreadsheets which may utilize specialized software and systems.

• Oversee and/or process a variety of complex financial transactions; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies. May assist with capital or special equipment requests and/or vendor selection.

• Coordinate and monitor routine maintenance services completion.  Plan and coordinate office moves and/or minor renovation projects.

• May lead staff or supervise day-to-day work of student and/or temporary workers, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, reviewing work for quality and timeliness, and providing performance review input.

*Other duties may also be assigned.