Program Events Producer

Program Events Producer

Reporting to the Associate Director, Programs and Training, the Program Events Producer will plan and deliver events that are core components of the Wu Tsai Neurosciences Institute's and Knight Initiative for Brain Resilience's program portfolios. Events integral to our programs include symposia, retreats, seminar series, poster sessions, community events, and more. Thus, this role sits at the intersection of event and program coordination: the incumbent understands the programs in order to adequately deliver them through events.

This position is expected to own these events from concept through executiondeveloping coordination plans and serving as the person responsible for day-of logistics. The Program Events Producer operates with a high level of autonomy in planning, coordinating, and executing logistics, including:

• liaising with visitors to coordinate their travel and on-site visits
• selecting and contracting with venues
• liaising and contracting with vendors
• establishing best practices for registration coordination and attendee tracking
• tracking budgets
• creating and distributing basic event promotion campaigns
• conducting pre- and post-event evaluations, with post-event reporting to inform future program decisions

While part of the Wu Tsai Neurosciences Institute Programs Team, they should be adept at consulting with stakeholders whether members of their team, cross-functional Institute partners, or campus partners to ensure each event advances the goals of the corresponding program.

This position will also be responsible for special projects and other one-off event-related administrative duties, such as travel scheduling and reimbursements. Additional special projects may be assigned as needed.

Core duties include:

• Design, plan, implement, and coordinate customized events that are integral to institute programs.
• Evaluate and select vendors and providers of services, considering stakeholder requests and requirements.
• Serve as a member of the Wu Tsai Neurosciences Institute Program Team, which runs program-related events, and contribute in areas including budget allocation, event logistics, facilities, and related program coordination.
• Consult with stakeholders to determine event objectives and requirements in alignment with program goals and timelines.
• Inspect event facilities to ensure they conform to the event's needs.
• Manage accounting operations relating to registration, including daily accounting procedures and reports, final monetary summaries, and/or account transfers.
• Use the Institute's database to manage complex event data and to automate event-planning workflows
• Capture and report event participation, feedback, and outcomes; use insights to inform program improvements.
• May serve as project leader on smaller-scale events, coordinating ad hoc teams that plan, implement, and manage all aspects of events or manage program elements of larger-scale events.

Minimum requirements include:

Education & Experience:

Associate degree and three years of relevant experience or combination of education and relevant experience.

Knowledge, Skills and Abilities:

• Demonstrated success planning events.
• Exceptional customer service skills with ability to cultivate relationships across the organization and with matrixed partners.
• Knowledge of Microsoft Office suite and cloud-based applications such as Google Docs and Forms, Canva, Zoom / MS Teams conference management.
• Ability to interact and successfully collaborate with broad groups and customers.
• Ability to remain calm during periods of stress and ambiguity, particularly on the day of an event.
• Ability to work both independently and as part of a team.
• Ability to establish priorities, manage shifting priorities, and handle numerous time-sensitive projects with multiple deadlines.
• Demonstrated creativity, problem solving skills, taking initiative, judgment, and decision-making skills.
• Ability to accomplish goals working through formal and informal channels, with diplomacy and tactfulness.

Certifications and Licenses:

None

Physical Requirements:

• Frequently sit/stand/walk, perform desk-based computer tasks, and use a telephone.
• Ability to reach/work above shoulders, grasp lightly/fine manipulation, grasp forcefully, use a telephone, sort/file paperwork or parts, lift/carry/push/pull objects that weigh 20-40 lbs.

Working Conditions:

• Able to be present on campus a minimum of 3 days per week, and as deemed necessary on event day and/or in the lead up to events to be adequately prepared.
• May require some travel and working during evenings and weekends, depending on events' needs.
• Standard office environment areas include private offices, open-collaborative spaces, meeting rooms, and large conference rooms.

Work Standards:

• 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.

Onsite/Hybrid:

The expected pay range for this position is $72,972 to $87,751 per annum. 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 a wide range of factors that are unique to each candidate including but not limited to geographic location, knowledge, skills and abilities, relevant education, depth and breadth of experience, performance; as well as other business and organization needs such as (but not limited to) the scope and responsibilities of the position, the minimum qualifications, departmental budget availability, and market and internal equity across the unit, department and reporting relationships.

At Stanford University, base pay represents only one aspect of the comprehensive rewards package. The Cardinal at Work website 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.

Why Stanford is for you:

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.
• Envenible resources. Enjoy free commuter programs, ridesharing incentives, discounts and more!

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. 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. Employees may also perform other duties as assigned.

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.