OFFICE OF SPECIAL EVENTS & PROTOCOL The Office of Special Events & Protocol (OSEP), a division of Stanford Campus Engagement, is responsible for the production, design, and implementation of many of the university's major public ceremonies and high-profile special events. This includes managing Commencement and Baccalaureate, Family Weekend and other special events or visits hosted by the President and Provost Office. OSEP provides event planning and event management expertise for members of the Stanford community. The department also helps manage event policies, procedures, and non-academic event space usage, and provides event planning education and training services to Stanford faculty, staff, and students.
JOB PURPOSE Reporting to the executive director, the assistant director will plan, and manage the implementation of many of the university's major public ceremonies and high-profile special events. Plan and manage event logistics, layouts, catering, registration, lead meetings prepare and present event related materials, communicate to Stanford community, recruit volunteers, and conduct pre- and post-event evaluations. Research and provide recommendations for potential event locations and evaluate alternatives. Procure and coordinate vendor services, negotiate contracts and manage event budget. Manage staff and recruit volunteer support for events. Support the ED in the overall strategic planning of events. Provide day-of on-site event support.
CORE DUTIES Serve as project leader on specific events, whether in-person, hybrid or virtual, coordinate teams that plan, implement, and manage all aspects of events such as: marketing, vendors, security and crowd management, parking and transportation, ticket office, and catering as applicable.
Initiate and lead virtual or in-person meetings with stakeholders to plan scope and format of events, establish and monitor budgets, and/or review administrative procedures, prepare timelines, and note event progress.
Responsible for budget planning and management, day-of-event management, and facilities liaison management for specific events.
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 issues regarding all aspects of events including customer service, crowd control and staff issues.
May inspect event facilities to develop health and safety protocols for a particular event, work with maintenance, janitorial and fire safety if needed, ensuring enforcement of Environmental Health and Safety and other facility regulations. Arrange for correction if issues are found. Communicate with visiting entities for assigned events.
Other duties may also be assigned.
Education & Experience:
5 years in an events management role with significant events management responsibilities with 7 years strongly preferred.
Experience with managing large multi-dimensional events preferred.
Knowledge, Skills and Abilities:
Excellent project management skills, ability to manage complex timelines and multiple projects.
Must be a collaborative selfstarter with a strong work ethic, and someone who enjoys working independently and as part of a team on multiple, large, and complex event projects.
Experience managing and coordinating complex projects that have multiple tasks with competing deadlines; set priorities and schedules and meet deadlines with a minimum of supervision.
Superior organizational skills: A work style that is thorough, accurate and detailoriented; the ability to follow through on projects with minimal supervision.
Excellent interpersonal, communication, time management, organization, and customer service skills.
Exceptional written and verbal communication skills, research, and editorial skills; ability to synthesize information and compose clear and effective prose.
Remains calm under pressure and fast changing environments and manages ambiguity and last minute changes well.
Discretion and sound judgment in situations requiring independent decisionmaking and in handling confidential and sensitive material.
Ability to strategize and conceptualize with the Executive Director on new ideas for events and be able to translate these ideas into specific action.
The ability to cultivate partnerships and to work with varied constituencies of the university including but not limited to: The President and Provost's Offices, the Office of Development, the Department of Public Safety, Stanford faculty, students, staff, donors, and alumni, and the general public.
Knowledge of Mac based computing, Microsoft Office suite, and knowledge of cloud applications such as Google Docs and Forms and Adobe Creative Suite, Zoom.
CERTIFICATIONS AND LICENSES: Valid CA Driver's License
Ability to work non-standard hours when required to ensure success of events and programs.
Position requires ability to move freely about facilities for scheduled meetings and other administrative tasks, along with the flexibility of working from various working environments on campus.
On-site management of activities during weeknights (as needed) and occasional weekend days at both indoor and outdoor facilities with potential exposure to weather elements.
Telecommuting schedule is an option and must be approved by supervisor.
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/.
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. Employees may also perform other duties as assigned.
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.
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.
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, 12000 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 is an equal empl...oyment 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. Stanford also welcomes applications from others who would bring additional dimensions to the University’s research, teaching and clinical missions.