Alumni Event Operations Manager

Stanford University • Redwood City, CA

14h • Hybrid

About The Position

Stanford University is one of the world's premier academic and research institutions, devoting tremendous intellectual and physical resources toward the betterment of humanity. As a major Silicon Valley employer, Stanford seeks people committed to excellence and to improving our world. In turn, the University is committed to supporting its employees as they develop their careers and enrich their lives. Stanford Medicine comprises Stanford University School of Medicine, a premier research-intensive medical school; Stanford Health Care, a hospital that is nationally recognized for quality patient care and leading-edge technology; and Stanford Children's Health. Stanford Medicine Alumni Association and the Alumni Relations team serve over 25,000 alumni, who have completed an MD, PHD, Master’s, Bachelor’s degree, postdoc, residency, or fellowship at the Stanford School of Medicine, to help them foster life-long intellectual and emotional connections between the School of Medicine, Stanford Health Care, and its graduates. Collaborating partners include the Medical Center Development (MCD) events and marketing communications teams, the volunteer SMAA Board of Governors, the School of Medicine student services offices, Stanford Alumni Association and other on-campus external relations teams.

POSITION SUMMARY : As the Event Operations Manager, this position will be extensively involved in the team’s collaborative execution of 30-40 annual high-quality, creative events and programs associated with alumni programming, sponsorships, or board-related activities. You will contribute to a wide variety of functional areas to support the team including managing logistics, event material preparation, collateral support, customer service, coordination of vendors, inventory management, and meeting scheduling. Events will be a combination of team collaborations as well as independent program planning and execution. This position requires frequent interactions with a wide range of diverse alumni as well as current students of the School of Medicine, so excellent communication skills and a friendly approach to customer service is key. In addition, you will be responsible for all financial processes including vendor set up, requisition and invoice processing with central procurement, financial reconciliations and reports, and expense tracking. Please note this is not a fundraising/development position. An ideal candidate must be highly detailed, organized, comfortable with multi-tasking, enjoy working with new applications/technology, proactive in seeking solutions, flexible, and resourceful. Creativity with event planning or customer interface is a plus. This role will have a hybrid schedule, with your primary work location at our Redwood City, CA offices and the option to telecommute two to three days per week. Occasional event staffing will be required on evenings and weekends.

Requirements

• Bachelor’s degree and three to five years of relevant experience or a combination of education and relevant experience.
• Superior project management skills, detail-oriented, and ability to manage multiple projects and complex timelines.
• Experience managing budgets, payment processing, or invoice procedures with a central accounting or procurement office.
• Ability to work both independently and as part of a team.
• Demonstrated confidence in making decisions, using good judgment, and applying innovative and creative problem-solving skills.
• Excellent interpersonal, communication, time management, and customer service skills.
• Proficient in Microsoft Office, Google suite, familiarity with Zoom and Slack tools and comfortable learning new systems.
• Ability to obtain and maintain a California Non-commercial Class license and drive day or night

Nice To Haves

• Computer proficiency and knowledge of Stanford systems of Oracle, Marketo, CARD, Adapt, is a plus.
• Creativity with event planning or customer interface is a plus.

Responsibilities

• Partner with Alumni Relations program managers in planning, organizing, executing, and managing deliverables of multiple high-touch in-person/virtual/hybrid events.
• Interface with alumni constituencies in providing information, assisting in event registrations, resolving problems, and/or providing a high level of customer service and responsiveness.
• Manage day-to-day basic accounting operations to ensure the timely procurement and payment of goods and services for the department, including account set ups, invoice processing, accounting reports, final event cost summaries, travel reimbursements, and/or account transfers. Ensure that event expense summaries are complete after each event.
• Develop event and informational communication efforts, outbound emails (Marketo, SPOT, Cvent applications)
• Partner with Development Communications team to maintain web content, develop collateral for key events, and support social media efforts
• Evaluate and select vendors and providers of services and promotional materials in compliance with Stanford procurement guidelines for vendor approvals and trademark usage policies.
• May serve as project leader on smaller scale events and lead internal volunteer staff for large events.
• Partner in the preparation of event materials, nametags, signage and reports for registration and other event support as needed.
• Maintain and manage department inventories of promotional materials and supplies.
• Manage and reconcile various meeting calendars, and provide administrative support and reporting for the department and our Board of Governors.
• Build and maintain relationships with internal and external university partners.
• Along with team colleagues, staff all Alumni relations programs and provide support in planning roles and responsibilities, and event logistics.
• Collaborate on improving execution and customer satisfaction.
• Other duties may also be assigned.

Benefits

• Stanford University provides pay ranges representing its good faith estimate of the salary or hourly wage the university reasonably expects to pay for a position upon hire. The pay offered to a selected candidate will be determined based on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, geographic location and external market pay for comparable jobs.
• At Stanford University, base pay represents only one aspect of the comprehensive rewards package. The Cardinal at Work website ( https://cardinalatwork.stanford.edu/benefits-rewards ) provides detailed information on Stanford’s extensive range of benefits and rewards offered to employees. Specifics about the rewards package for this position may be discussed during the hiring process.
• 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!

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level