Faculty Programs and Events Coordinator

Faculty Programs and Events Coordinator

Job Description

Position Summary:

This position will provide event planning and coordination for a variety of programs, workshops and events; communications support; and administrative and financial support. This position will be responsible for leading the planning and coordinating the logistics for events. . The work location is client’s historic campus in Palo Alto and is primarily an on-site position, with some opportunities for remote work.

CORE DUTIES:

Event planning and coordination (60%)
Plan and implement workshops, programs and events according to project goals, budgets, and timelines, including coordination of logistics, e.g. venues, event services/AV/equipment, catering, and travel and accommodations for speakers
Procure and coordinate vendor services, evaluate alternatives, and make recommendations
Coordinate event setup/breakdown logistics and provide onsite support for both in person and online events
Manage registration process, including signup forms and attendance tracking
Prepare event materials including agendas, flyers, name badges, and signage
Distribute communications related to programs, workshops and events, including email announcements, reminders, and post-event event follow up
Serve as point of contact for vendors, speakers, program partners, and guests
Track program expenses

Administrative and Financial Support (25%)
Provide notetaking support for FDE meetings
Update event templates, checklists, and standard operating procedures
Identify opportunities to improve operational workflows, and streamline administrative and event processes
Copy and distribute post-program surveys
Process financial transactions related to vendors, requisitions, and purchase orders. Monitor and reconcile procurement card transactions

Communications (15%)
Manage communications schedule according to event calendar
Compile and prepare emails/announcements for AVP review and approval
Distribute communications according to schedule and target audience
Compile FDE program descriptions and information for quarterly VPFA newsletter
Maintain and update website with event information according to web management protocol

Top 3 requirements to hire:
1) Experience planning events and/or professional or educational programs and ability to coordinate them independently from start to finish;
2) excellent organization and time management skills; and
3) excellent communication and interpersonal skills

Qualifications

Education & Experience:
Bachelor’s degree and three years of relevant experience or combination of education and relevant experience.

Knowledge, Skills and Abilities:
Demonstrated success planning events, preferably in an educational environment, developing event budgets, and meeting event goals.
Excellent organizational skills, and the ability to manage multiple projects and timelines.
Excellent interpersonal, communication, time management, and customer service skills.
Demonstrated ability to problem solve, take initiative, and exercise good judgment.
Proficient knowledge of Microsoft Office suite and Google Workspace.
Familiarity with website management tools (Drupal) and design tools (Canva, Adobe).
Experience with Zoom and willingness to learn hybrid meeting technology.
Ability to interact and successfully collaborate with a broad spectrum of contributing groups and audiences.
Ability to work both independently and as part of a team.
Prior experience in a higher education university setting is preferred.

Notes:

Hybrid
Number of hours per week: 20 hours

VIVA is an equal opportunity employer. All qualified applicants have an equal opportunity for placement, and all employees have an equal opportunity to develop on the job. This means that VIVA will not discriminate against any employee or qualified applicant on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.