HAI-DEL Events Planner

SCHOOL/UNIT DESCRIPTION:The Stanford Institute for Human-Centered Artificial Intelligence (HAI) is a rapidly growing institute within the office of the Vice Provost and Dean of Research at Stanford University. The mission of HAI is to advance AI research, education, policy and practice to improve the human condition. Led by faculty from multiple departments across Stanford, research focuses on developing AI technologies inspired by human intelligence; studying, forecasting and guiding the human and societal impact of AI; and designing and creating AI applications that augment human capabilities.The Stanford Digital Economy Lab (DEL) conducts groundbreaking research on the impact of the digital economy. We bring together an interdisciplinary group of passionate researchers to study how digital technologies are transforming work, organizations, and the economy. Our insights are helping companies, policymakers, students, and professionals rise to the challenges and opportunities created by digitization. We believe in the power of human work and that augmenting human capabilities with machine capabilities will lead to the most profitable gains for everyone. The Lab is part of the Stanford Institute for Human-Centered Artificial Intelligence (HAI) and co-sponsored by the Stanford Institute for Economic Policy Research (SIEPR).POSITION SUMMARY:The Events Planner 2 will manage a wide variety of events at the Stanford Digital Economy Lab and at the Stanford Institute for Human-Centered AI (HAI). The ideal candidate will take ownership of the Lab’s event portfolio and have a good sense of how and why events are important to the overall mission of the Lab. The position will be a key member of both the overall events team, and the DEL team; expertly motivating their fellow team members to meet shared goals and anticipate future needs. The ideal candidate for this position will bring a strong track-record of running in-person, hybrid, and virtual events. They will be methodical, organized, positive, and a self-starter. They will feel comfortable on a small, start-up-like team, and be willing to learn and improve. This position reports to HAI’s Event Manager with a dotted line to DEL’s Executive Director.This is a two-year fixed-term position, and may be extended based on programmatic need and funding availability. This position is 100% FTE and benefits-eligible. This position will be based on Stanford’s main campus and will be considered for an option of hybrid work arrangement, subject to operational need. For consideration, please submit resume.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.Train and supervise junior event planners in proper execution and implementation of events.May oversee support staff, students, and contingent event staff.*-Other duties may also be assigned.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.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.WORKING CONDITIONS:May require some travel and working evenings and weekends.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.The expected pay range for this position is $77,000 to $97,000 per annum.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.At Stanford University, base pay represents only one aspect of the comprehensive rewards package. The Cardinal at Work website (https://cardinalatwork.stanford.edu/benefits-rewards) provides detailed information on Stanford’s extensive range of benefits and rewards offered to employees. Specifics about the rewards package for this position may be discussed during the hiring process.

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