Program Events Producer

The Wu Tsai Neurosciences Institute at Stanford is a university-wide research initiative that leverages Stanford’s exceptional research across multiple disciplines to advance our understanding of the mind and brain in health and in disease. The institute also houses the Phil and Penny Knight Initiative for Brain Resilience, a bold effort to advance a new science of healthy brain aging and novel approaches to combat neurodegenerative disease.

Position Summary: Reporting to the Associate Director, Programs and Training, the Program Events Producer will plan and deliver events that are core components of the Wu Tsai Neurosciences Institute's and Knight Initiative for Brain Resilience's program portfolios. Events integral to our programs include symposia, retreats, seminar series, poster sessions, community events, and more.

Responsibilities: This position is expected to own these events from concept through execution—developing coordination plans and serving as the person responsible for day-of logistics. The Program Events Producer operates with a high level of autonomy in planning, coordinating, and executing logistics, including:

• liaising with visitors to coordinate their travel and on-site visits
• selecting and contracting with venues
• liaising and contracting with vendors
• establishing best practices for registration coordination and attendee tracking
• tracking budgets
• creating and distributing basic event promotion campaigns
• conducting pre- and post-event evaluations, with post-event reporting to inform future program decisions

This position will also be responsible for special projects and other one-off event-related administrative duties, such as travel scheduling and reimbursements. Additional special projects may be assigned as needed.

Core Duties:

• Design, plan, implement, and coordinate customized events that are integral to institute programs.
• Evaluate and select vendors and providers of services, considering stakeholder requests and requirements.
• Serve as a member of the Wu Tsai Neurosciences Institute Program Team, which runs program-related events, and contribute in areas including budget allocation, event logistics, facilities, and related program coordination.
• Consult with stakeholders to determine event objectives and requirements in alignment with program goals and timelines.
• Inspect event facilities to ensure they conform to the event's needs.
• Manage accounting operations relating to registration, including daily accounting procedures and reports, final monetary summaries, and/or account transfers.
• Use the Institute’s database to manage complex event data and to automate event-planning workflows.
• Capture and report event participation, feedback, and outcomes; use insights to inform program improvements.
• May serve as project leader on smaller-scale events, coordinating ad hoc teams that plan, implement, and manage all aspects of events or manage program elements of larger-scale events.

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, Canva, Zoom / MS Teams conference management.
• 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.
• 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.

Physical Requirements:

• Frequently sit/stand/walk, perform desk-based computer tasks, and use a telephone.
• Ability to 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 20-40 lbs.

Working Conditions:

• Able to be present on campus a minimum of 3 days per week, and as deemed necessary on event day and/or in the lead up to events to be adequately prepared.
• May require some travel and working during evenings and weekends, depending on events’ needs.

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.