Event Coordinator Stanford University United States

Event Coordinator

Land, Buildings and Real Estate, California, United States


Job Code: 4881
Grade: E
Exemption: Non-exempt

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

Job Purpose:

The Event Coordinator will coordinate the services for events that are provided by Event Services (ES). The Event Coordinator will receive requests from clients and enter information about the event into IntelliEvent (the ES management system). The Event Coordinator will contact clients when necessary, qualify the scope of the event and educate the client and/or expand upon ES or Building and Ground Maintenance services while providing excellent customer service and maintaining adherence to University policies. When an event has been completed, the Event Coordinator will reconcile the equipment pull sheets in preparation for final invoicing. The Event Coordinator will also follow-up with clients to ensure the job was completed satisfactorily.


Summary of Essential Functions

  • Answers incoming calls or emails from clients as well as making calls to clients to confirm details or to gather information.
  • Educate clients of Event Services equipment and services via phone or email.
  • Qualify event according to a predetermined set of criteria and route to the appropriate event manager, supervisor or manage the event themselves.
Preparing event files:
  • Entry of requests of services for events received daily
  • Open file for event
  • Enter Contact information
  • Enter Billing information
  • Enter all information regarding audiovisual and furnishing needs
  • Contact client for clarification as needed
  • Correct event files as change requests are received

Coordinate with event crew and/or audiovisual supervisor the details of specific job requests as needed.


For events assigned to the Event Coordinator review event files and diagrams for accuracy to ensure that correct services are delivered.


Position Requirements
Education & Experience:
Associate degree and two years of relevant experience or combination of education and relevant experience.

This position requires a detailed knowledge of event planning. The Event Coordinator must give attention to all events. The Event Coordinator will be working independently, they must be able to make decisions about requests for an event and customer changes relative to the work request without consultation. For the most part, event managers and supervisors will make complex decisions. However, in the event that a supervisor or event manager is not available last minute customer requests may have to be evaluated by the Event Coordinator to determine the appropriate action to be taken. This position requires constant attention to detail. A comprehensive understanding of events and the importance of customer service are mandatory. This position will require a great deal of accuracy. Data entered must reflect the customer’s original order. When requests for service are vague, a judgment must be made to determine how to clarify the request. Diagrams submitted by the customer must match their final order. The successful applicant for this position will be responsible for helping finalize the work request. An example could be a direct phone call to the customer to clarify the order. Must be able to make decisions based on prescribed criteria and must be able to make a decision when a specific request might not fit the criteria exactly. The successful candidate must have the ability to work with a diverse group of people in a university setting. They must have the ability deal with emerging situations during events calmly and effectively. Must have a valid California Drivers license and a good driving record.

  • 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, http://adminguide.stanford.edu.

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