Event Manager (Evening/Weekends) Alumni Center Facilities and Services - 26 hours/week
Job Number: 82155
Event Manager (Evening/Weekends), Alumni Center Facilities and Services - 26 hours/week
Note: Not all unique aspects of the job are covered by this job description
Under the supervision of the Associate Director, the Event Manager will oversee and implement use of the Frances C. Arrillaga Alumni Center facilities and services for events, such as seminars, conferences, alumni events, and other miscellaneous events. The Event Manager will implement bookings of reserved spaces in the Alumni Center such as the McCaw Hall, Ford Gardens and Fisher Conference Center. The Event Manager will also aid the Associate Director in maintaining strong alumni and on-campus relations through the use of the Alumni Center and its services, provide on-site event support, and will implement policies for use of building, security, hours of operation and daily functions of the Alumni Center while on duty.
The Evening/Weekend Event Manager position primarily serves afternoon and evening hours Monday, Wednesday, and Friday with periodic weekend coverage required in response to Alumni Center event scheduling and staffing needs. Please note: this position necessitates a varied and changing work schedule; flexibility is also required to accommodate changes in final event timing.
In conjunction with the Stanford client, ensure various event details are in place in advance of event date. Coordinate with other university departments, caterers, outside vendors, and others to ensure events run smoothly and are successful.
Provide onsite management for evening/weekend' events held in the Alumni Center, including accuracy of room setups, cleanup, and all event needs. Ensure all university and building policies are being followed while providing the highest level of customer service at all times.
Set and strike event space with in-house furniture and AV equipment for events of less than 50 people.
Use scheduling software (Resource25/Salesforce) to efficiently schedule and manage events and facility usage. Accuracy and attention to detail are paramount. This will include, but is not limited to, generating event quotes, reserving space, serving as a client contact, directing/managing logistics, and working in conjunction with other event managers on the team.
Establish and maintain the Alumni Association's reputation for high standards with exemplary professionalism and sound judgement, thereby supporting the efforts of the Alumni Center Services staff in their visible and public role.
Demonstrate authority and the ability to problem solve while staffing events or managing day-to-day service operations, while also making decisions regarding the security and operation of the Alumni Center.
The evening/weekend Event Manager may assist the Associate Director in supervising a weekend staff of 1-4 undergraduate students, who are employed to oversee the front desk during events.
In support of SAA's values and mission and to engage and interact more closely with our customers, the alumni of Stanford University, this successful candidate will be expected to spend approximately sixteen (16) hours (without additional pay) over the course of the year staffing events outside of his or her regular job duties. These events typically occur during the evening or weekend, and include such SAA-sponsored events such as Commencement and Reunion Homecoming.
* - Other duties may also be assigned
Education & Experience:
Bachelor's degree and three years of relevant experience or combination of education and relevant experience.
Knowledge, Skills and Abilities:
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 and other online documents.
Experience with Resource25/Salesforce a plus.
Ability to interact with a broad spectrum of customers.
Ability to communicate in Spanish is a plus, but not required.
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.
* - 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.
May require extended workdays (8+ hours, early mornings, or late nights).
This position requires coverage for early mornings (weekends) and late nights with some mid-day arrivals during the week.
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.
Please submit a resume and cover letter to apply for this position.
Location: Alumni Association, California, United States Schedule: Classification Level:
Stanford is an equal opportunity employer and all qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.
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Located between San Francisco and San Jose in the heart of Silicon Valley, Stanford University is recognized as one of the world's leading research and teaching institutions. Leland and Jane Stanford founded the University to "promote the public welfare by exercising an influence on behalf of humanity and civilization." Stanford opened its doors in 1891, and more than a century later, it remains dedicated to finding solutions to the great challenges of the day and to preparing students for leadership in a complex world. The University's thriving diverse community is comprised of nearly 7000 undergraduate students, 9000 graduate students, 2000 faculty members, 1900 postdoctoral scholars, and over 11,000 academic and administrative staff in seven schools including several interdisciplinary research centers and institutes. The campus spreads over 8000 contiguous acres and nearly all undergraduates live on campus. Stanford offers bachelor's and master's degrees in addition to doctoral degrees (PhD, MD, DMA and JD) plus a number of professional and continuing education programs and certifications. More at http://facts.stanford.edu and http://www.stanford.edu. Stanford University is an ...equal opportunity employer and is committed to increasing the diversity of its faculty. It welcomes nominations of and applications from women, members of minority groups, protected veterans and individuals with disabilities, as well as from others who would bring additional dimensions to the university’s research, teaching and clinical missions.