The Center for Russian, East European and Eurasian Studies (CREEES) is Stanford University’s hub for the multi-disciplinary study of the vast region stretching from the Berlin Wall to the Bering Strait. The objectives of the center include: promoting language study and expanding the area studies curriculum; training master’s students in Russian, East European & Eurasian Studies; supporting undergraduate and graduate students, especially in regards to funding for research and language study; hosting renowned area specialists for guest teaching, public lectures, conferences, and cultural events; and supporting community outreach activities.
CREEES is part of the Stanford Global Studies Division in the School of Humanities and Sciences. CREEES is also a Department of Education Title VI National Resource Center.
The CREEES Events and Communications Coordinator is central in helping carry out the Center’s core objectives, spending approximately 50% of his/her time on event management and the other 50% on communications.
Event Management
The Events and Communications Coordinator is responsible for supporting the Center for Russian, East European & Eurasian Studies (CREEES) academic events, including seminars, lecture series, film series, conferences, workshops, outreach events, graduation, and receptions. The Coordinator manages all logistics associated with Center events, including the arrangement of appropriate facilities, janitorial service, furniture, AV and tech support. S/he communicates in a professional manner with Center guests, supervising the logistics of travel and lodging arrangements, business meals, campus orientation, collecting required paperwork and securing reimbursements and payments. S/he collaborates with colleagues in co-sponsoring units. The Coordinator reports to the Associate Director and works with the Center Administrator to manage individual event budgets, ensure compliant expenditures, and charge proper Center accounts.
Communications
The Events and Communications Coordinator is responsible for Center print and online publications, including: event and course posters, conference programs, brochures, newsletters, website postings, email newsletters, as well as social networking presence (LinkedIn, Facebook, Twitter). The Coordinator performs basic graphic design and layout in developing these publications. Though the Coordinator works collaboratively with the Center Director, Associate Director, and other staff, s/he takes responsibility for coordinating publication logistics, managing content, design, and stylistic editing. The Coordinator also works with vendors to obtain quotes and evaluate quality and process.
In addition, the Coordinator assists the Associate Director and Director with grant preparation and reporting, gathering and entering data in online reporting systems and in Center archives and history projects.
CORE DUTIES*:
Respond to inquiries, and determine and take appropriate action as required. Serve as a resource regarding a defined set of policies and procedures.
Perform duties associated with scheduling, organizing, and operating conferences, seminars, and events, including recommending vendors for services, overseeing the production and distribution of materials, coordinating logistics, and serving as liaison with internal and external vendors.
Perform basic graphic design with limited scope/complexity. Develop a variety of communication pieces including advertising, brochures, newsletters, catalogs, direct mail, fliers, and websites.
Draft and/or generate routine communications; coordinate production (formatting, copying, etc.) and dissemination of documents, such as presentations, course handouts, grant proposals, conference and seminar materials, complex reports, brochures, and displays.
Plan and schedule calendar(s) based on consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
Process and monitor routine financial transactions, which may include researching and resolving discrepancies.
Maintain office supplies and equipment; obtain vendor quotations, as needed. Coordinate office moves.
May serve as the point of contact for general maintenance, health and safety, and other facility concerns within the unit(s); report any incidents or potential safety problems to appropriate representatives. Track completion of required training.
Maintain approved content on websites.
May perform human resources transactional support, e.g. time cards, I9s, and/or faculty affairs support.
May guide and train student and/or contingent workers including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, and reviewing work for quality and timeliness.
- Other duties may also be assigned
MINIMUM REQUIREMENTS:
Education & Experience:
High school diploma and three years of administrative experience, or combination of education
and relevant experience.
Four-year college degree or equivalent preferred.
2+ years of event management experience in an academic setting preferred.
Knowledge, Skills and Abilities:
Proficient computer skills and demonstrated experience with office software and email applications.
Experience with Adobe Creative Suite, particularly InDesign, Photoshop and Illustrator, preferred.
Demonstrated success in following through and completing routine tasks.
Strong organizational skills and attention to detail.
Strong verbal and written communication skills.
Excellent customer service and interpersonal skills.
Ability to prioritize and multitask.
Certifications and Licenses:
None
PHYSICAL REQUIREMENTS*:
Constantly perform desk-based computer tasks.
Frequently sitting.
Occasionally stand/walk, reach/work above shoulders, grasp lightly/fine manipulation, grasp forcefully, use a telephone, sort/file paperwork or parts, lift/carry/push/pull objects that weigh up to 10 pounds.
Rarely twist/bend/stoop/squat, kneel/crawl.
- 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.
WORKING CONDITIONS:
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, http://adminguide.stanford.edu.
Preferred Qualifications:
Four-year college degree or equivalent
One-two years of event management experience in an academic setting (2+ years preferred)
A detail-oriented approach to event logistics, and the capacity for thorough and appropriate follow-through with vendors and guests.
Experience working in a fast-paced, collaborative setting.
Excellent English writing and speaking skills necessary for effective communication with faculty, visiting scholars, and other CREEES guests.
Excellent writing and proofreading skills, with additional experience in professionally publicizing events in various media, and with current publication software programs.
Ability to identify and solve basic design problems and experience in creating graphic designs.
Webpage management or updating skills.
Experience with use of Adobe Suite, particularly InDesign, preferred.
Final offers of employment are contingent upon successful completion of national criminal background check, national sex offender registry se
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