Senior Catering Event Coordinator

About Stanford University and Residential & Dining Enterprises

Stanford University, a world-renowned teaching and research institution, is situated in the heart of California's Silicon Valley. With a rich history dating back to 1891, Stanford has been dedicated to finding innovative solutions to complex challenges and preparing students for leadership roles in a rapidly changing world.

Residential & Dining Enterprises (R&DE), the largest auxiliary organization at Stanford University, supports the academic mission of the University by providing exceptional services to students and the university community in a sustainable and fiscally responsible manner. R&DE comprises over 11,000 staff across various divisions, including Student Housing Operations, Stanford Dining, Stanford Hospitality & Auxiliaries, Stanford Conferences, and a team of four R&DE strategic business partners.

About Stanford Hospitality & Auxiliaries

Stanford Hospitality & Auxiliaries (SDHA), a division of Residential & Dining Enterprises, is a best-in-class dining and hospitality program serving over 25,000 meals daily by over 900 staff across 100+ locations. This includes 9 dining halls, 31 self-op row house dining, 7 co-op dining, 4 suite dining, 4 branded concepts, athletic dining, a kosher kitchen, late-night dining at Lakeside, 8 cafes, 12 vendor partner programs, 1 commissary production kitchen, a pub, 3 markets, a sweet shop, 7 catering operations, Schwab Executive Dining, 5 athletic concession venues, and 2 teaching kitchens. SDHA also oversees the Stanford Food Institute, the Stanford Flavor Lab, the campus BeWell community gardens, the Stanford Food Pantry, and a staff training and development center.

Job Purpose

The Senior Catering Event Planner will be responsible for planning and executing events, such as seminars, conferences, sports, or alumni events, and other university-related events. This includes managing logistics, registration, attendee tracking, presentation and materials support, and pre- and post-event evaluations. The successful candidate will also procure and coordinate vendor services, provide on-site event support, and research and recommend potential event locations.

Core Duties

• 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, fan experience, ticket office, concessions, press, and/or media.
• Responsible for budget planning and management, venue management, and equipment and facilities management for specific events.
• 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 such as vendors, teams, coaches, and officials for assigned events.

Minimum Requirements

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.

PHYSICAL REQUIREMENTS:

• 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.

WORKING CONDITIONS:

• May require some travel and working evenings and weekends.

WORK STANDARDS:

• 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, http://adminguide.stanford.edu.

The expected pay range for this position is $70K - $80K per annum or ($33.65-$38.46 / hour).

Stanford University provides pay ranges representing its good faith estimate of what the university reasonably expects to pay for a position. The pay offered to a selected candidate will be determined based on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, geographic location, and external market pay for comparable jobs.

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 enriches 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 course auditing. 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

---