Production Coordinator

Stanford University Stanford , CA 94305

Posted 1 week ago

Job Title: Production Coordinator

Department: Event Services

Job Code: 4102

Grade: E

Exemption: Non-exempt

Location: 340 Bonair Siding

Schedule: Full-time, Tuesday- Saturday 7:30 AM-4:00 PM

Job Purpose:

The Production Coordinator will schedule staff for the Event Services (ES) team (Audio Visual & Event Crew). There are approximately 24 SEIU staff members plus casual or contracted labor that require scheduling in IntelliEvent (the ES management system). The coordinator will qualify the scope of work and align with technician's skill set. The production coordinator will support (4) supervisors in the staffing needs of the department.

Core Duties:

  • Working with Supervisor, plan, organize and schedule workflow for Audio Visual technicians and Event Crew, merging skill set with scheduling requirements.

  • Compile daily, weekly, and multi-week schedules.

  • Assigns technicians to their daily task and shift start times. Ensures that technical staff has accurate information to perform their assignments.

  • Responsible for distributing information (schedules, job sheets, maps) to the staff in both digital and physical forms.

  • Follow-up, problem-solve, trouble-shoot processes, communicate scheduling information to event management staff.

  • Anticipate and evaluate workload and identify if additional resources will be necessary.

  • In conjunction with Supervisors monitor, track, review, and establish work priorities to meet operational needs.

  • Identify opportunities to improve processes, planning or performance through analysis of workflow, project demands and expectations.

  • In conjunction with supervisors review vendor quotes and services to coordinate with Event Managers and Event Coordinators.

  • Coordinate safety training and participate in emergency preparedness. Serve as safety advocate by identified safety issues; tracking communicating and implementing procedures with management staff.

  • Oversee, document and coordinate access for staff in the following; TRAKA key security, card access to buildings.

  • Participate in Big 5 events (New Student Orientation, Reunion Homecoming, Family Weekend, Admit, Commencement)

  • Assist in recruitment and facilitation of onboarding orientation for all technicians or crew.

  • May occasionally work overtime as needed.

    • Other duties may also be assigned

Minimum Education and Experience Required

High school diploma and three years of administrative experience, or combination of education and relevant experience.

Minimum Knowledge, Skills and Abilities Required

  • Interpersonal skills, mature judgment required to interact effectively with a broad range of people, including faculty and vendors, both individually and in groups.

  • Ability to coordinate and manage multiple projects with competing priorities, meet deadlines and project plans with short- and long-term end dates.

  • Familiarity with audio visual equipment and uses beneficial.

  • Must have the ability to do administrative work independently.

  • Working knowledge of applications such as Excel, Word, PowerPoint, Project.

  • Experience working with internal and external vendors and services contracting.

  • Must have valid California Driver's License.

Physical Requirements*:

  • Frequently stand/walk, seated, performs desk-based computer tasks.

  • Occasionally twist/bend/stoop/squat, reach/work above shoulders, grasp lightly/fine manipulation, use a telephone, writing by hand, lift/carry/push/pull objects that weigh up to 50 pounds

  • Rarely; kneel/crawl, grasp forcefully, sort/file paperwork or parts, lift/carry/push/pull objects that weigh >50 pounds.

    • 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 be exposed to noise > 80dB TWA.

Work Standards:

  • Must comply with the California Vehicle Code and Stanford University requirements when operating university-owned vehicles.

  • 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,


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Production Coordinator

Stanford University