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11 Sep 2018

Full-Time Events and Communications Manager

Stanford Art & Art History – Posted by eimboden Stanford, California, United States

Job Description

Job Family: Marketing
Job Series: Events Planner

Job Code: 4883
Grade: G

Note: Not all unique aspects of the job are covered by this job description


The Department of Art & Art History at Stanford University is an academic department offering undergraduate and graduate degrees in Art Practice, Art History, and Film and Media Studies, including Documentary Film and Video. More information about the Department’s activities, faculty, and existing staff can be found at

The Events and Communications Manager manages the Department’s events programming, written public communications, and donor stewardship. This position works closely with faculty and key staff at the direction of the Department Manager, and is responsible for planning and executing the Department’s 80+ large and small events each year, including lecture series, special guest lectures, faculty job talks, symposia, film screening receptions, and gallery receptions from inception to execution, including budget preparation and tracking, vendor negotiation, advertising, social media, event setup and oversight. Under minimal supervision, this position will also provide support in planning, coordinating, and implementing the Department’s communications strategy, including the development of the Department newsletter, oversight of the website, design and coordination of media relations efforts including email and digital content distribution, and social media presence. Responsibilities include oversight of the Department’s busy events calendar to avoid conflicts, coordinating travel, lodging, and honoraria for Department guests, and supervising the activities of vendors including caterers, freelance designers, and mailing houses to ensure high quality and timely results. Coordinating with appropriate stakeholders, this position will also oversee the Department’s written donor relations, including creation of donor acknowledgement letters and stewardship reports.


Successful applicants will have demonstrated success planning and executing events of various size and scope, in addition to a high level of professional written communications experience. The Events Manager is, in many circumstances, the public face of the Department. Crucial qualities include the ability to remain calm in hectic circumstances, to effectively balance competing needs, and to serve as a welcoming liaison with Department guests. Must have practical knowledge of Adobe Illustrator and Photoshop and experience with email marketing tools such as MailChip. Experience working in the visual or performing arts and/or non-profit sector is highly desired. Evening and weekend hours are required during busy periods. Please submit both a cover letter and a resume when applying for this position.


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, press and/or media.
Responsible for budget planning and management, venue management and equipment and facilities management for specific events.
May 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 for assigned events.

* – Other duties may also be assigned


Education & Experience:

Bachelor’s degree and three years of relevant experience or combination of education and relevant experience.

Knowledge, Skills and Abilities:

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 detailed 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.

Certifications and Licenses:

Valid Non-Commercial Class California Driver’s License.


Frequently stand/walk, sit, perform desk-based computer tasks, and use a telephone.
Occasionally kneel/crawl, twist/bend/stoop/squat, grasp lightly/fine manipulation, and grasp forcefully, lift/carry/push/pull objects that weigh 21-40 pounds.
Ability to obtain and maintain a California Non-commercial Class license and drive day or night.

* – 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 the job.


May require some travel and working evenings and weekends.


When conducting university business, must comply with the California Vehicle Code and Stanford University driving requirements.
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,

Final offers of employment are contingent upon successful completion of national criminal background check, national sex offender registry search and, where applicable, driving record.

Stanford is an equal opportunity employer and all qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.

How to Apply

Online applications only. Do not submit via email or hard copy.

Job Types: Full-Time.

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