Operations and Events Coordinator – Hybrid Opportunity

Operations and Events Coordinator – Hybrid Opportunity

Note: This position has been deemed critical by the School of Humanities & 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 24 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 DESCRIPTION: The Department of Classics is one of the founding departments at Stanford. The department is vibrant and active (teaching, events, research, international fieldwork, fellowships, awards, etc.). Classics faculty are committed to excellence in research and education and are proud of the outstanding students and staff who make this work possible.

The Classics community is comprised of 18 tenure-line, academic council faculty, three lecturers, PhD students, and undergraduate majors and minors. The department supports and sponsors a wide range of interdisciplinary and extracurricular activities and has extensive contact with people throughout the university as well as a global community of scholars. Learn more at classics.stanford.edu.

POSITION SUMMARY: The Department of Classics is seeking an Operations and Events Coordinator–a key member of the four-person administrative team. This position reports to the Director of Finance and Operations, and works closely with the Chair of the department. Each member of the administrative team has direct contact with faculty, students, visitors and staff.

The ideal candidates will be passionate about education and possess a strong background in administrative support within a dynamic environment. We are seeking an individual with proven experience in event planning and coordination, including managing logistics for all-department events, faculty/student-led conferences, and weekly guest speaker talks (booking visitor travel, lodging, catering, publicity, and on-site operations). This role also leads our department website maintenance and content development, requiring a creative eye and a proactive approach to keeping our online presence engaging and up-to-date with faculty and student news, ensuring accessibility and accuracy. Experience in newsletter creation or a strong desire to develop skills in this creative area is highly valued.

This position involves general office and reception duties, building management coordination (including facilities, room reservations, and key inventory), and processing less complex financial transactions such as P-card and T-card reimbursements. As a key contact for faculty, students, and external visitors (including guest speakers and university colleagues), exceptional interpersonal skills, clear communication, and a professional, personable demeanor are essential. We are looking for a highly organized, detail-oriented, proactive, and dependable self-starter with a positive attitude and a passion for customer service, capable of managing a wide variety of tasks and shifting priorities with sound judgment and independence.

This is an exciting and innovative opportunity to support faculty and students in the department. This is a unique opportunity to be involved in all aspects of higher education administration and to be a creative contributor on multiple levels.

If you believe that this opportunity is a match for your knowledge, skills and abilities, we encourage you to apply to join the Department of Classics in the School of Humanities and Sciences.

*To be considered for this role, please submit both a resume and cover letter with your application.

JOB PURPOSE:

Provide administrative or operational support with limited supervision. May be responsible for leading other administrative staff or subordinates.

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.