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Events Coordinator

Stanford University

Details

Posted: 24-Sep-23

Location: Stanford, California

Type: Full-time

Salary: Open

Internal Number: 100773

Welcome to Land, Buildings & Real Estate

Land, Buildings & Real Estate (LBRE) is the operational core of Stanford University's physical campus. LBRE constructs and maintains the Stanford campus, where advancements across the academic spectrum are made possible. Our work is founded upon the collective value of dedication, innovation, expertise, teamwork, and continuous improvement. We are committed to serving the university's academic mission, as well as preserving and enhancing Stanford's 8,180 acres, and pride ourselves on supporting the teaching and research of the university as "Caretakers of a Legacy."

We have an immediate opening:

What you will do in this role:

Coordinate the services for events that are provided by Event Services (ES).
Receive requests from clients and enter information about the event into IntelliEvent (the ES management system).
Contact clients, when necessary, qualify the scope of the event and educate the client and/or expand upon ES or Building and Ground Maintenance services while providing excellent customer service and maintaining adherence to University policies.
When an event has been completed, the Event Coordinator will reconcile the equipment pull sheets in preparation for final invoicing.
Follow-up with clients to ensure the job was completed satisfactorily.
Answers incoming calls or emails from clients as well as making calls to clients to confirm details or to gather information.
Educate clients of Event Services equipment and services via phone or email.
Qualify event according to a predetermined set of criteria and route to the appropriate event manager, supervisor or manage the event themselves.
Preparing event files:
- Entry of requests of services for events received daily
- Open file for event
- Enter Contact information
- Enter Billing information
- Enter all information regarding audiovisual and furnishing needs
- Contact client for clarification as needed
- Correct event files as change requests are received
When requests for service are vague, a judgment must be made to determine how to clarify the request. Diagrams submitted by the customer must match their final order.
The successful applicant for this position will be responsible for helping finalize the work request. An example could be a direct phone call to the customer to clarify the order. Must be able to make decisions based on prescribed criteria and must be able to decide when a specific request might not fit the criteria exactly.
Preparing event files:
- Entry of requests of services for events received daily
- Open file for event
- Enter Contact information
- Enter Billing information
- Enter all information regarding audiovisual and furnishing needs
- Contact client for clarification as needed
- Correct event files as change requests are received
Coordinate with event crew and/or audiovisual supervisor the details of specific job requests as needed.
For events assigned to the Event Coordinator review event files and diagrams for accuracy to ensure that correct services are delivered.

The successful candidate will embrace the following:

LBRE Core Values of Leadership, Exploration, Gratitude, Accountability, Community and You, and Diversity, Equity, and Inclusion in their management style and help to build an organization where these qualities serve as the foundation for successful and rewarding careers for all employees. https://lbre.stanford.edu/legacy

LBRE views a strong culture of diversity, equity, and inclusion as one where everyone can thrive. It is a culture of trust and respect, where staff can be their authentic selves, feel safe and work in a place that they feel they belong. We strive to create a community that draws upon a wide pool of talent to unify excellence while fully embracing individuals from varied backgrounds, cultures, races, identities, life experiences, perspectives, beliefs, and values.

To be successful in this role you must bring:

Associate degree and two years of relevant experience or combination of education and relevant experience.
A comprehensive understanding of events and the importance of customer service are mandatory.
Ability to manage shifting priorities and handle numerous time-sensitive projects with multiple deadlines.
Ability to work independently and be self-motivated
Demonstrated ability in problem solving, taking initiative, judgment, and decision-making. Must be able to make decisions about requests for an event and customer changes relative to the work request without consultation. The event managers and supervisors will make complex decisions. However, if a supervisor or event manager is not available last minute customer requests may have to be evaluated by the Event Coordinator to determine the appropriate action to be taken.
Excellent interpersonal, communication, time management, and customer service skills. Must be well organized and detailed oriented as this position will require a great deal of accuracy. Data entered must reflect the customer's original order.
Knowledge of Microsoft Office suite and other online documents, such as Google Docs.
Ability to interact with a broad spectrum of customers in a university setting.
Ability deal with emerging situations during events calmly and effectively.
Must have a valid California Drivers license and a good driving record.

Pay Range:

The expected pay range for this position is $50,000 to $65,000 per annum.

Stanford University provides pay ranges representing its good faith estimate of what the university reasonably expects to pay for a position. 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.

Additional Information:

Physical Requirements

Frequently stand/walk, sit, perform desk-based computer tasks, and use a telephone.
Occasionally kneel/crawl, twist/bend/stoop/squat, grasp lightly/fine manipulation, and grasp forcefully, lift/carry/push/pull objects that weigh 21-40 pounds.
Ability to obtain and maintain a California Non-commercial Class license and drive day or night.

*- 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 the job.

Working Conditions:

May require some travel and working evenings and weekends.

Work Standards

When conducting university business, must comply with the California Vehicle Code and Stanford University driving requirements.
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.

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

*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.

*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.

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About Stanford University

Why work at Stanford?Stanford University has changed the world, over and over again.We are one of Silicon Valley's largest employers - and also one of the most unique. Our mission is to educate future leaders and promote interdisciplinary, world-class research and teaching. This passion makes Stanford an intensely creative, rewarding, and challenging place to work. At the same time, our traditions of respect and collaboration sustain a humane, supportive environment in which to pursue your life and your career.At Stanford you'll work with bright, diverse, dedicated people. You'll find encouragement to learn and grow. You'll enjoy excellent benefits and an outstanding environment. How will it change you?

Connections working at Stanford University

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