Educational Events and Programs Planner at Stanford University

School/Unit Description:

The Office of the Vice Provost for Graduate Education (VPGE) is a dynamic and fast-paced team that delivers programs to Stanford’s 9,000+ graduate students and 3,000+ postdoctoral scholars. The office works collaboratively across the university with schools and other vice provost areas to enhance the graduate educational experience. VPGE supports programs, administration, and service to the university community and graduate students in five portfolio areas: fellowships and funding, professional development, diversity and inclusion, interdisciplinary learning, and academic guidance.

Position Summary:


VPGE is searching for a skilled events professional to be an exceptional addition to our events team. Reporting to the Assistant Director of Educational Events and Programs, you will develop your strengths in planning and executing events and programs such as lectures, workshops specific to Graduate Professional Development, Stanford Graduate Summer Institute, and fellowship programs. You will play a key role in coordinating logistics from registration and attendee tracking, presentation and materials support, and evaluations.

In this role, you will:


  • Design, plan, implement, and coordinate customized events for VPGE.

  • Serve as a member of an events team and contribute in a wide variety of functional areas including decisions around budget allocation, event logistics, and facilities.

  • Consult with stakeholders to determine objectives and requirements; evaluate and select vendors based on stakeholder requests.

  • Serve as a project leader on smaller scale events, coordinating teams that plan, implement, and manage all aspects of events or manage program elements of larger scale events.

  • Manage accounting operations relating to registration including daily accounting procedures and reports, final monetary summaries, and account transfers.

  • Utilize and maintain complex databases including specialized event planning software.

To be successful in this role, you will bring:


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

  • Demonstrated success in planning events.

  • Ability to work both independently and as part of a team.

  • Excellent interpersonal, communication, time management skills. Must be well organized and detail-oriented.

  • Knowledge of Microsoft Office Suite, Google Workspace, and Adobe Suite.

  • Ability to work occasional evenings.

In addition, preferred requirements include:


  • 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 interact and successfully collaborate with students, staff, faculty and relevant university offices.

  • Knowledge of design and web development platforms such as MailChimp, Drupal, and Adobe Creative Suite.

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.

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 empower you with:

  • Freedom to grow. We offer career development programs, tuition reimbursement, or course auditing. 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.

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.
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 his or her job.
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.
Additional Information
  • Schedule: Full-time
  • Job Code: 4882
  • Employee Status: Regular
  • Grade: F
  • Requisition ID: 89918

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