Call for a Temporary Outreach and Program Coordinator

CCARE is pleased to announce a position opening for a Temporary Outreach & Program Coordinator.

TO APPLY: Please review the position description below and submit an application online at https://stanfordmedicine.qualtrics.com/SE/?SID=SV_51oEgmR2YvDpvNP no later than Wednesday April 22, 2015.

QUESTIONS: Please contact CCARE by email at ccare_info@stanford.edu and put “Temporary Outreach & Program Coordinator” in the subject line of your email.

TEMPORARY OUTREACH & PROGRAM COORDINATOR

ASSIGNMENT LENGTH/HOURS
Maximum hours are 980 hours in a six-month period, up to 40 hours/week, M-F

BENEFITS
Not available for this position

PRIMARY PURPOSE(S)

To perform a wide range of essential administrative, logistical and communication duties which support the goals and objectives of the center’s Director and Associate Director. This position is supervised by the Associate Director.

KNOWLEDGE

Required:

The temporary Outreach and Program Coordinator must be able to demonstrate excellent verbal and written communication skills to ensure she/he is able to communicate complex ideas to all levels of individuals, internal and external to the University. Attention to detail, proficiency with Microsoft Office (Word, Excel, PowerPoint) and the willingness and ability to quickly learn new software is required. The ability to thrive in an often fast-paced and dynamic work environment is a must, along with the ability to work with minimal supervision. It is essential that this individual demonstrate the ability to successfully complete long and short term projects with minimal supervision and conflicting deadlines. Experience handling confidential information with discretion and diplomacy is required. The temporary Outreach and Program Coordinator will be required to form effective working relationships with contractors and all levels of employees internal and external to the department. The responsibilities of this role will require the incumbent to be able to get work done through others when unable to do so themselves.

Desired:

Experience with event organization on and off campus. Experience/familiarity of communication with social media (particularly Facebook and Twitter). Experience with website editing, particularly using WordPress. Experience with producing professional documents and newsletters. Experience with Stanford Oracle Financials (SmartMart, iProcurement, iOU, PCard) and with Reggie or Certain event registration systems.

EDUCATION
4 year college degree or equivalent relevant work experience. Master’s Degree preferred.

DUTIES AND RESPONSIBILITIES
55% – Program & Event Coordination – Reserving venues and submitting orders with vendors including caterers, Stanford Event & Labor Services, housekeeping, videographers for CCARE lectures, conferences, meetings, classes, retreats. Setting up and administering registration systems (using Reggie for free events and Certain for paid events) or coordinating with the Stanford Ticket Office for paid ticketed events. Serving as a principal contact for staff, vendors and speakers/instructors. Providing customer support to event registrants, CCT course students, CCT Drop-In registrants, and CCT Teacher Trainees undergoing their Certification process. Collecting/maintaining records and data of CCT course evaluations, CCT course students, CCT Teacher Trainees and Certified Teachers. Creating and distributing surveys. Maintaining and managing access to the CCT Teacher Certification Program’s Groupsite as needed.

25% – Communications & Outreach – Creating, distributing and proof-reading email and social media announcements for the Center using Constant Contact, Facebook. Creating event postings on CCARE’s website and the Stanford Event Calendar. Managing website content, with assistance when necessary from a contracted web team. Maintaining CCARE’s web directory of Certified CCT Teachers. Promoting CCARE events, courses and conferences on and off the Stanford campus. Identifying and contacting potential event cosponsors and maintaining successful working relationships. Communicating with event presenters, course instructors, staff, and attendees/students to ensure all are well-informed. Screen and reply to public email inquiries sent to CCARE’s departmental email addresses.

10% – Financial Transactions – Processing supply and service orders, invoice payments, reimbursements and honoraria checks.

10%  – Misc – Attending CCARE team meetings, assisting the Administrative Associate, Associate Director and Director with miscellaneous tasks as required, serving as a supervisor at times to undergraduate student workers and interns, assisting the Associate Director and Administrator with screening and interviewing undergraduate student workers and interns.

CRITICAL FACTORS

1. Problem Solving and Analysis

This position requires the ability and motivation to successfully identify solutions for problem-solving conflicting interests/priorities and navigating unknown processes. There will be times when unique situations will be presented to the incumbent, and this individual will need to assess and analyze the situation and seek appropriate action in a timely manner.

2. Adaptability

The Center frequently functions at a fast pace, with a dynamic work environment that requires someone highly adaptable, motivated, focused and enthusiastic about tackling the challenges presented. Ideal candidates will work well within a small team, as well as independently with minimal supervision.

EQUAL OPPORTUNITY EMPLOYER

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.