Job Description
Job Description
"All candidates must be directly contracted by ASK Consulting on their payroll and cannot be subcontracted. We are unable to provide sponsorship at this moment".
Job Title: Faculty Programs and Events Coordinator
Location: Stanford, CA 94305 (Hybrid)
Part-Time - 20 hours per week
Shift timing/schedule: TBD
Will the resource be working with minors? No
How many years of experience are required? Minimum 03 years of relevant experience
Will this role extend or possibly convert to an FTE? Possibly, hopefully, but it cannot be confirmed at this time.
Is a degree required for this job? Yes, bachelor's degree
Is driving required for this job? No, but does need to have reliable transportation and means of getting to events/programs on time for onsite support as needed. Most events are on the historic campus, but a few are at other locations. Additionally, the event planner is sometimes responsible for bringing materials to events, which can be more challenging without a vehicle (though not impossible).
PR Range: $41/hr on W2
Notes:
Top 3 requirements to hire
- Experience planning events and/or professional or educational programs, and the ability to coordinate them independently from start to finish
- excellent organization and time management skills
- excellent communication and interpersonal skills
Job Description:
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 work location 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 on-site 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 follow-up
- Serve as a 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 workflow 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 the 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 the website with event information according to web management protocol
Requirements:
Education & Experience:
- Bachelors degree and three years of relevant experience or a combination of education and relevant experience.
Knowledge, Skills, and Abilities:
- Demonstrated success in 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 the 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.
About ASK: ASK Consulting is an award-winning technology and professional services recruiting firm servicing Fortune 500 organizations nationally. With 5 nationwide offices, two global delivery centers, and employees in 42 states-ASK Consulting connects people with amazing opportunities
ASK Consulting is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all associates.