Events and Special Projects Coordinator

Job Summary

Sarafan ChEM-H is an interdisciplinary institute focused on connecting Chemistry, Engineering, and Medicine for Human Health. The institute was founded as a joint venture of the Schools of Medicine, Engineering, and Humanities and Sciences. The proximity of world-class biologists, chemists, engineers, and clinicians at Stanford presents a unique opportunity to study human biology at a molecular level, to translate this knowledge into groundbreaking products and services that promote healthy living, and to educate a new cadre of “physician-scientist-engineers” who will lead a rapidly evolving industry.

Our VPDoR Diversity Journey:

  • We create a hub of innovation through the power of diversity of disciplines and people.
  • We provide equitable access and opportunity to all members of the community in order to do their best work, regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law.
  • We listen to and value all colleagues who bring diverse perspectives to the advancement and development of a respectful community.
  • We promote a culture of belonging, equity, and safety.
  • We embed these values in excellence of education, research, and operation.

Position Summary:

As our internal and wider community has returned to campus, we are striving to build our community through internal and external meetings and events. The Events and Special Projects Coordinator will work to ensure Sarafan ChEM-H and IMA events, standing meetings, and community outreach activities are planned and produced successfully in partnership with program managers. They are expected to own events from concept to event day and will have some support from administrative staff throughout the institute. They should be adept at consulting with stakeholders and matrixed internal and campus partners on planning logistics, including registration and attendee tracking, presentation and materials support, and pre- and post-event evaluations. Events could include: multi-university Chem-Bio Symposium, Research in Progress series, community building happy hours / luncheons / coffee chats, Holiday activities, scholar events, portfolio reviews, all-staff and other meetings, and more. 

They will also be responsible for special projects and other administrative duties, such as external or event-related travel and reimbursements and managing the logistics for the faculty search. Lastly, they could serve as backup support to the Administrative Associate on the IMA Director’s and ChEM-H/IMA Executive Director’s calendars. Other special projects will be added to the incumbent’s task list as necessary.

Core Duties:

  • Design, plan, implement, and coordinate customized events, meetings, and other community building activities.
  • Evaluate and select vendors and providers of services considering stakeholder requests and requirements.
  • Serve as a member of an events planning committee, working with other administrative staff as necessary. Contribute to a wide variety of functional areas including decisions around budget allocation, event logistics and facilities.
  • Consult with stakeholders to determine objectives and requirements.
  • Inspect event facilities to ensure they conform to the event needs.
  • Manage accounting operations relating to registration, including daily accounting procedures and reports, final monetary summaries, and/or account transfers.
  • May serve as 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.
  • Utilize and/or maintain complex databases. May use specialized event planning software.
  • Travel policy and guidance expert for the institute. Will be expected to do some reimbursements.
  • Backup calendar management for IMA Director and ChEM-H/IMA Executive Director.
  • May inspect event facilities for maintenance, janitorial and fire safety issues.

Minimum Requirements

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.
  • 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.
  • Able to work on location 4-5 days per week. There will be only some opportunities to work from home.
  • 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:
California Driver’s License

Physical Requirements*:

  • Frequently stand/walk, perform desk-based computer tasks, and use a telephone.
  • Ability to lift, carry, pull objects that weigh 20-40 lbs.

Working Conditions:

  • May require some travel and working evenings and weekends.

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,

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!

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 at For all other inquiries, please submit 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.

Mar 25, 2024
On Site