The Stanford Graduate School of Business (GSB) Events Coordinator serves a dynamic community of 1,500+ constituents at the Graduate School of Business (GSB). This position will report to the Office Services Manager. In an advisory capacity, the GSB Events Coordinator will provide guidance and resource assistance to customers and manage activities related to event planning and room scheduling (average 75+ classes/events per day). Responsibilities include, but are not limited to, responding to room scheduling and Master Calendar requests, providing information about the coordination of various logistical details and services, scheduling meetings with end-users and various University personnel, creating checklists and educational information about event planning, and providing information about work orders and/or submitting work orders for various events. The incumbent is the first point-of-contact to resolve scheduling issues and answer customer inquiries.
Responsibilities:
• Serve as primary contact responsible for managing all activities related to Event Planning for the School; requires working with GSB faculty, staff and students. Activities include, but are not limited to: all course-related room use, including quarterly classroom assignments, review sessions, exams, and special lectures; workshops, seminars, conferences, and other special events coordinated by staff and/or students.
• Coordinate external requests from outside groups with GSB sponsorship for the use of GSB facilities. Coordinate all logistics and educate users on event planning process and GSB/University policies and procedures.
• Administration of Master Calendar activities and room scheduling: respond to requests, arrange for procurement of special equipment, such as furniture, microphones, risers, outdoor lighting, and audio/visual equipment; coordinate and make decisions on room setups (in-house vs. using SU Events and Labor Services); compile daily the heating, ventilation, & air conditioning (HVAC) & custodial night and weekend locking/unlocking schedules. Liaison with GSB and University staff, plus outside vendors, to provide all required services, including enhanced security, additional custodial service, and special equipment as needed. Ensure no double bookings (currently a manual process), and work with various groups to identify options to resolve scheduling conflicts.
• Set-up customer meetings prior to events to guide meeting organizers through the event planning process to ensure all aspects of the planning process are met.
• Serve as contact for inquiries on event polices and procedures for use of GSB facilities. Responsible for communicating University/GSB event policies to departments, student groups, and special event planning meeting participants.
• Provide backup for various functions in Facilities as required.
Qualifications:
• The ability to work independently and as a team member in a fast-paced, dynamic customer service environment is essential.
• Strong interpersonal skills are required, supported by excellent written and oral communications skills. Must work effectively and respectfully with a variety of customers, and work harmoniously with a diverse group of coworkers, University staff, and vendors and build positive relationships on behalf of the GSB.
• Must be able to track and prioritize multiple projects simultaneously with minimal supervision under tight deadlines. Attention to detail, high initiative, enthusiasm, and flexibility are required.
• Must be a self-starter who is proactive with proven ability to use initiative in determining the approach or action to take in non-routine situations.
• Skilled in developing and documenting procedures.
• Possess sound judgment, tact and discretion in dealing with a variety of personalities and situations and be skilled in problem solving, creating contingency plans and handling last minute issues. Ability to remain calm and in control under stress while coordinating a variety of event activities.
• Ability to strategize and conceptualize new designs and directions for the improvement and enhancement of GSB events and ability to translate these ideas and strategies into specific action.
• Clear thinker who understands the development of and has ability to interpret policy.
• Requires strong computer proficiency (Excel, Word, MS Project, PowerPoint). Ability to learn new software applications and to use the GSB's event management software system.
• Ability to work a flexible 8-hour day (ranging from 7:30 am to 5:30 pm). Must be available for occasional overtime, with little or no advance notice, and have an excellent prior attendance and punctuality record.
Experience:
• Minimum of 3-5 years experience in event management; college degree or equivalent experience required.
To apply, please visit our website:
http://jobs.stanford.edu/openings/display.cgi?Job_Req=009823&JFam=NIL&JOBCODE=2075
and copy & paste your PLAIN text resume into our resume builder behind the "I want this job" icon. EOE/AA
|
