School/Unit Description: The School of Humanities and Sciences (H&S) is the center of a world-class liberal arts education at Stanford University. H&S encompasses 23 departments--from Art and Art History, English, and History to Economics, Mathematics, and Biology--as well as 23 interdisciplinary programs. 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 Department of Art & Art History offers undergraduate and graduate programs including degrees in Art Practice, Art History, Film and Media Studies, and Documentary Film and Video Production. Enhancing our academic programs are approximately 80 public and internal events each year including film screenings, guest lectures, and art exhibitions.
Position Summary: Reporting to the Director of Finance and Operations (DFO), the Events and Communications Manager works closely with faculty and staff colleagues and relevant vendors to manage the Department's events programming, written public communications, and donor stewardship. This position is responsible for planning and executing the Department's 80+ large and small events each year, including lecture series, special guest lectures, faculty job talks, symposia, film screening receptions, and gallery receptions from inception to execution, including budget preparation and tracking, vendor negotiation, advertising, social media, event setup and oversight. Under minimal supervision and in collaboration with the DFO and Chair, this position will also plan, coordinate, and implement the Department's communications strategy, including the development of the annual newsletter, oversight of the website, design and coordination of media relations efforts including email and digital content distribution, and social media presence. Responsibilities include oversight of the Department's busy events calendar to avoid conflicts, coordinating travel, lodging, and honoraria for Department guests, and supervising the activities of vendors including caterers, freelance designers, and mailing houses to ensure high quality and timely results. Coordinating with appropriate stakeholders, this position will also oversee the Department's written donor relations, including creation of donor acknowledgement letters and stewardship reports. Successful applicants will have demonstrated success planning and executing events of various size and scope, in addition to significant professional written communications experience. The Events Manager is, in many circumstances, the public face of the Department. Crucial qualities include the ability to remain calm in hectic circumstances, to effectively balance competing needs, and to serve as a welcoming liaison with Department guests. Must have practical knowledge of Adobe Illustrator, Photoshop, Drupal 9, experience with email marketing tools such as MailChimp, and with professional use of social media. A graduate degree is preferred. Experience working in the visual or performing arts and/or non-profit sector is highly desired. Evening and weekend hours are required during busy periods. Please submit both a cover letter and a resume to be considered for this position.
If you believe that this opportunity is a match for your knowledge, skills and abilities, we encourage you to apply. Thank you for considering employment opportunities with the School of Humanities and Sciences.
Note: 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.
In this role, you will:
CORE DUTIES:
Initiate and lead meetings with stakeholders to plan scope and format of events, establish and monitor budgets, and/or review administrative procedures and event progress.
Serve as project leader on specific events, coordinating teams that plan, implement, and manage all aspects of events such as: marketing, vendors, fan experience, ticket office, concessions, press and/or media.
Responsible for budget planning and management, venue management and equipment and facilities management for specific events.
Oversee development of registration strategy and logistics.
Build and maintain relationships with internal and external partners.
Procure and coordinate vendor services. Negotiate vendor contracts to minimize liability and risks.
Research and provide recommendations for potential event locations, and evaluate alternatives.
Investigate, document and report complaints regarding all aspects of events including customer service, crowd control and staff issues.
May inspect event facilities for maintenance, janitorial and fire safety issues, ensuring enforcement of Environmental Health and Safety and other facility regulations. Arrange for correction if issues are found.
Communicate with visiting entities such as vendors, teams, coaches and officials for assigned events.
Train and supervise junior event planners in proper execution and implementation of events.
May oversee support staff, students, and contingent event staff.
To be successful in this role, you will bring:
MINIMUM REQUIREMENTS:
Education & Experience:
Bachelor's degree and three years of relevant experience or combination of education and relevant experience.
Knowledge, Skills and Abilities:
Demonstrated success managing event teams and planning, developing budgets, and meeting budget goals.
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, File Maker Pro and knowledge of cloud applications such as Google Docs and Forms.
Ability to interact and successfully collaborate with a broad spectrum of contributing groups and customers.
Certifications and Licenses:
Valid Non-Commercial Class California Driver's License.
PHYSICAL REQUIREMENTS*:
Frequently stand/walk, sit, perform desk-based computer tasks, and 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.
Ability to obtain and maintain a California Non-commercial Class license and drive day or night.
* - 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 the job.
WORKING CONDITIONS:
May require some travel and working evenings and weekends.
WORK STANDARDS:
When conducting university business, must comply with the California Vehicle Code and Stanford University driving requirements.
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.
In addition, preferred requirements include:
INCLUDE DESIRED QUALIFICATIONS FOR THIS POSITION
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
Other duties may also be assigned, not all unique aspects of this job are covered by this job posting. A full job description will be shared during the interview process.
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
Why work at Stanford?Stanford University has changed the world, over and over again.We are one of Silicon Valley's largest employers - and also one of the most unique. Our mission is to educate future leaders and promote interdisciplinary, world-class research and teaching. This passion makes Stanford an intensely creative, rewarding, and challenging place to work. At the same time, our traditions of respect and collaboration sustain a humane, supportive environment in which to pursue your life and your career.At Stanford you'll work with bright, diverse, dedicated people. You'll find encouragement to learn and grow. You'll enjoy excellent benefits and an outstanding environment. How will it change you?
