Plan and execute events, such as seminars, conferences, sports or alumni events, and other university related events. Plan and manage logistics, including registration and attendee tracking, presentation and materials support, and pre- and post-event evaluations. Procure and coordinate vendor services. Provide on-site event support. May research and provide recommendations for potential event locations and evaluate alternatives. Core Duties: Initiate and lead meetings with stakeholders to plan s... more details
Project Manager, Alumni Events, Alumni Association Founded in 1892 by the first graduating class, the Stanford Alumni Association (SAA) has a mission to reach, serve and engage all Stanford alumni and students; to foster a lifelong intellectual and emotional connection between the university and its graduates; and to provide the university with goodwill and support. SAA believes that diversity and excellence go hand-in-hand and hires individuals with a commitment to working effectively with colleagues and alumni from diverse backgrounds.
Position Summary: Provide project management and direction for new and current event programs and projects for Alumni Events, a department of the Stanford Alumni Association. Contribute to the development of strategic plans and long-term objectives in collaboration with the Senior Manager and Director of Alumni Events. Organize, communicate, and drive projects liaising with all relevant team members, internal partners, staff volunteers, to maximize effectiveness and project success.
The successful candidate will have superior project management skills and have demonstrated the ability to manage multiple projects, complex budgets, and timelines effectively and successfully. Depending upon the event calendar, the Project Manager may be required to travel up to 25% throughout the year. This is a two-year fixed-term position, full-time 100% FTE and benefits-eligible, based on Stanford’s main campus.
Job Purpose:
Plan and execute events, such as seminars, conferences, sports or alumni events, and other university related events. Plan and manage logistics, including registration and attendee tracking, presentation and materials support, and pre- and post-event evaluations. Procure and coordinate vendor services. Provide on-site event support. May research and provide recommendations for potential event locations and evaluate alternatives.
Core Duties:
Initiate and lead meetings with stakeholders to plan scope and format of events, establish and monitor budgets, and/or review administrative procedures and event progress.
Serve as project leader on specific events, coordinating teams that plan, implement, and manage all aspects of events such as: marketing, vendors, fan experience, ticket office, concessions, press and/or media.
Responsible for budget planning and management, venue management and equipment and facilities management for specific events.
Oversee development of registration strategy and logistics.
Build and maintain relationships with internal and external partners
Procure and coordinate vendor services. Negotiate vendor contracts to minimize liability and risks.
Research and provide recommendations for potential event locations, and evaluate alternatives.
Investigate, document and report complaints regarding all aspects of events including customer service, crowd control and staff issues.
May inspect event facilities for maintenance, janitorial and fire safety issues, ensuring enforcement of Environmental Health and Safety and other facility regulations. Arrange for correction if issues are found.
Communicate with visiting entities such as vendors, teams, coaches and officials for assigned events.
Train and supervise junior event planners in proper execution and implementation of events.
May oversee support staff, students, and contingent event staff.
Manage project timelines (including but not limited to): Event Strategy; Marketing and Communication; Creative and Design; Budget; Surveying.
Working with internal partners, and recruit, train, and oversee staff volunteers and students.
Develop contacts and maintain relationships with alumni, faculty, students, staff, and vendors.
Plan large scale and/or high level alumni programs and events.
Collaborate and coordinate with other departments and schools to achieve the goals of SAA programs and projects.
Work with other departments to identify, develop and implement new markets and program strategies.
Participate in budgeting, forecasting, and cost negotiations for alumni events and programs.
Evaluate alumni programs and services for customer satisfaction.
Minimum Requirements:
Bachelor's degree and 3 years of relevant experience or combination of education and relevant experience.
Excellent communication skills (verbal and written) and the ability to represent the university professionally both internally and externally.
Demonstrated experience with volunteer development and oversight.
Strong interpersonal, team, and leadership skills; tact and flexibility in working with diverse population groups.
Sound judgment, the ability to analyze problems quickly and accurately, and the ability to develop practical and effective solutions to solve a variety of problems.
Computer proficiency and the ability to learn new systems including (but not limited to) Marketo, Cvent, Workzone, etc.
Demonstrated success managing event teams and planning, developing budgets, and meeting budget goals.
Excellent project management skills, and the ability to manage complex timelines and multiple projects.
Ability to work both independently and as part of a team.
Excellent interpersonal, communication, time management, and customer service skills. Must be well organized and detail oriented.
Exceptional customer service skills with the ability to cultivate partnerships.
Demonstrated high level of confidence in making strategic decisions, good judgment, and innovative and creative problem-solving skills. Knowledge of Microsoft Office suite, File Maker Pro and knowledge of cloud applications such as Google Docs and Forms. Ability to interact and successfully collaborate with a broad spectrum of contributing groups and customers.
The expected pay range for this position is $77,000 to $97,000 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.
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 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
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 accommodations to applicants and employees with disabilities. Applicants requiring a reasonable accommodation for any part of the application or hiring process should contact Stanford University Human Resources by submitting a contact form.
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.
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