Job Title: Hybrid Faculty Programs and Events Coordinator - Direct Hire
Shift: Standard
Schedule: Part time Hybrid (20 hours/Week)
Location: CA - 94305, USA
Position Summary
This position will provide event planning and coordination for a variety of programs, workshops and events; communications support; and administrative and financial support. This position will be responsible for leading the planning and coordinating the logistics for events. The position will report to the Associate Vice Provost for Faculty Development and Engagement (AVP-FDE). The work location is client historic campus in Palo Alto and is primarily an on-site position, with some opportunities for remote work.
Core Duties
Event Planning and Coordination (60%)
- Plan and implement workshops, programs and events according to project goals, budgets, and timelines, including coordination of logistics, e.g. venues, event services/AV/equipment, catering, and travel and accommodations for speakers
- Procure and coordinate vendor services, evaluate alternatives, and make recommendations
- Coordinate event setup/breakdown logistics and provide onsite support for both in person and online events
- Manage registration process, including signup forms and attendance tracking
- Prepare event materials including agendas, flyers, name badges, and signage
- Distribute communications related to programs, workshops and events, including email announcements, reminders, and post-event event follow up
- Serve as point of contact for vendors, speakers, program partners, and guests
- Track program expenses
Administrative and Financial Support (25%)
- Provide notetaking support for FDE meetings
- Update event templates, checklists, and standard operating procedures
- Identify opportunities to improve operational workflows, and streamline administrative and event processes
- Copy and distribute post-program surveys
- Process financial transactions related to vendors, requisitions, and purchase orders. Monitor and reconcile procurement card transactions
Communications (15%)
- Manage communications schedule according to event calendar
- Compile and prepare emails/announcements for AVP review and approval
- Distribute communications according to schedule and target audience
- Compile FDE program descriptions and information for quarterly VPFA newsletter
- Maintain and update website with event information according to web management protocol
Qualifications
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 planning events, preferably in an educational environment, developing event budgets, and meeting event goals
- Excellent organizational skills, and the ability to manage multiple projects and timelines
- Excellent interpersonal, communication, time management, and customer service skills
- Demonstrated ability to problem solve, take initiative, and exercise good judgment
- Proficient knowledge of Microsoft Office suite and Google Workspace
- Familiarity with website management tools (Drupal) and design tools (Canva, Adobe)
- Experience with Zoom and willingness to learn hybrid meeting technology
- Ability to interact and successfully collaborate with a broad spectrum of contributing groups and audiences
- Ability to work both independently and as part of a team
- Prior experience in a higher education university setting is preferred