Baker Institute for Children with Hearing Loss
Admin & Communications Coordinator (Part-Time)
Baker Institute for Children with Hearing Loss, Palo Alto, California, United States, 94306
Admin & Communications Coordinator (Part-Time)
Direct message the job poster from Baker Institute for Children with Hearing Loss
Executive Director, Baker Institute for Children with Hearing Loss at Stanford University Admin & Communications Coordinator (Part-Time)
Reports to:
Executive Director, in collaboration with the Director of Operations & HR
Location:
Remote (strong preference for San Francisco Bay Area for occasional onsite event support)
Hours:
15–20 hours/week (non-exempt)
Compensation:
$25–$30/hour
About the Baker Institute for Children with Hearing Loss
The Baker Institute partners with families, professionals, and global collaborators—including Stanford University, where our flagship Listen to Me!® program began—to expand access to listening and spoken language (LSL) services for children with hearing loss. We run Listen to Me!® family/professional conferences in California, Hawai‘i, and Kenya, and lead international training initiatives.
Role Summary
We’re looking for a take-charge coordinator who anticipates needs, owns timelines, and keeps moving parts aligned. You’ll run conference logistics end-to-end (registrations, vendors, travel, materials), keep our communications cadence on track (flyers, social media scheduling, basic newsletters), and surface risks before they become issues.
You Will Own (60% Events & Admin)
Run registrations:
Set up/manage Eventbrite (codes, tracking, lists), export reports for name badges/check-in.
Drive logistics:
Lock vendors and timelines (venues, catering, rentals, travel) and maintain a living run-of-show.
Prep materials:
Programs, signage, surveys, print packets; coordinate shipping/onsite supply lists.
Post-event follow-through:
Send surveys, compile results, deliver summary reports with clear next steps.
Admin backbone:
Scheduling, vendor comms, basic invoicing, file organization (Google Drive) with naming/archiving discipline.
You Will Advance (40% Communications)
Create assets in Canva:
Flyers, social tiles, simple event decks; ensure brand consistency.
Keep the drumbeat:
Draft and schedule weekly social posts; coordinate a content calendar with the Comms Manager.
Measure & adapt:
Track engagement and propose tweaks based on what’s working.
Support basic email outreach:
Occasional donor/event notes or newsletters.
What “Proactive” Looks Like Here
You build a backward timeline from event day and own reminders to the team.
You keep a risk log (e.g., venue contract lagging, print deadlines) and propose solutions.
You send Friday status notes with green/yellow/red items and decisions needed.
You create and reuse checklists/templates so the next event is even smoother.
Minimum Qualifications
2+ years in nonprofit/event coordination or comms with visible ownership of timelines.
Mastery of Google Workspace; comfortable with Eventbrite (or similar) and Canva.
Strong written comms; clear, concise, and kind.
Organized, systems-minded, and deadline-reliable across multiple projects.
Able to work independently on a small, distributed team; occasional travel/onsite support.
(Preferred) Bay Area–based; experience with social scheduling tools (FB/IG/LinkedIn).
Nice to Have
Bloomerang (or other CRM), basic email platforms, Spanish proficiency.
Experience supporting donor events or family-facing programs.
Success in Your First 90 Days
Deliver a zero-surprise mini-event cycle (registration → run-of-show → post-survey report).
Stand up a 6-week content calendar and keep it on schedule.
Implement/refresh two reusable checklists (registrations, print/ship) and one dashboard (deadlines/risks).
Hours, Location & Pay
15–20 hrs/week; remote with occasional onsite support (primarily CA). $25–$30/hour (non-exempt). We value pay transparency and will calibrate within range based on experience.
How to Apply
Email
Julie Cooper at JulieCooper@stanford.edu
with:
Resume,
1-page cover note, and
Quick work sample (30–45 min total):
A one-page event timeline (key milestones for a 3-day conference) and
A 2-week social schedule (6 posts total) with 1–2 sample Canva thumbnails attached/exported.
Subject: Admin & Comms Coordinator – [Your Name]
We are an equal opportunity employer and warmly welcome candidates of diverse backgrounds and lived experiences.
We are an equal opportunity employer and warmly welcome candidates of diverse backgrounds and lived experiences.
Seniority level: Entry level
Employment type: Part-time
Job function: Marketing, Public Relations, and Writing/Editing
Industries: Health and Human Services
#J-18808-Ljbffr
Executive Director, Baker Institute for Children with Hearing Loss at Stanford University Admin & Communications Coordinator (Part-Time)
Reports to:
Executive Director, in collaboration with the Director of Operations & HR
Location:
Remote (strong preference for San Francisco Bay Area for occasional onsite event support)
Hours:
15–20 hours/week (non-exempt)
Compensation:
$25–$30/hour
About the Baker Institute for Children with Hearing Loss
The Baker Institute partners with families, professionals, and global collaborators—including Stanford University, where our flagship Listen to Me!® program began—to expand access to listening and spoken language (LSL) services for children with hearing loss. We run Listen to Me!® family/professional conferences in California, Hawai‘i, and Kenya, and lead international training initiatives.
Role Summary
We’re looking for a take-charge coordinator who anticipates needs, owns timelines, and keeps moving parts aligned. You’ll run conference logistics end-to-end (registrations, vendors, travel, materials), keep our communications cadence on track (flyers, social media scheduling, basic newsletters), and surface risks before they become issues.
You Will Own (60% Events & Admin)
Run registrations:
Set up/manage Eventbrite (codes, tracking, lists), export reports for name badges/check-in.
Drive logistics:
Lock vendors and timelines (venues, catering, rentals, travel) and maintain a living run-of-show.
Prep materials:
Programs, signage, surveys, print packets; coordinate shipping/onsite supply lists.
Post-event follow-through:
Send surveys, compile results, deliver summary reports with clear next steps.
Admin backbone:
Scheduling, vendor comms, basic invoicing, file organization (Google Drive) with naming/archiving discipline.
You Will Advance (40% Communications)
Create assets in Canva:
Flyers, social tiles, simple event decks; ensure brand consistency.
Keep the drumbeat:
Draft and schedule weekly social posts; coordinate a content calendar with the Comms Manager.
Measure & adapt:
Track engagement and propose tweaks based on what’s working.
Support basic email outreach:
Occasional donor/event notes or newsletters.
What “Proactive” Looks Like Here
You build a backward timeline from event day and own reminders to the team.
You keep a risk log (e.g., venue contract lagging, print deadlines) and propose solutions.
You send Friday status notes with green/yellow/red items and decisions needed.
You create and reuse checklists/templates so the next event is even smoother.
Minimum Qualifications
2+ years in nonprofit/event coordination or comms with visible ownership of timelines.
Mastery of Google Workspace; comfortable with Eventbrite (or similar) and Canva.
Strong written comms; clear, concise, and kind.
Organized, systems-minded, and deadline-reliable across multiple projects.
Able to work independently on a small, distributed team; occasional travel/onsite support.
(Preferred) Bay Area–based; experience with social scheduling tools (FB/IG/LinkedIn).
Nice to Have
Bloomerang (or other CRM), basic email platforms, Spanish proficiency.
Experience supporting donor events or family-facing programs.
Success in Your First 90 Days
Deliver a zero-surprise mini-event cycle (registration → run-of-show → post-survey report).
Stand up a 6-week content calendar and keep it on schedule.
Implement/refresh two reusable checklists (registrations, print/ship) and one dashboard (deadlines/risks).
Hours, Location & Pay
15–20 hrs/week; remote with occasional onsite support (primarily CA). $25–$30/hour (non-exempt). We value pay transparency and will calibrate within range based on experience.
How to Apply
Julie Cooper at JulieCooper@stanford.edu
with:
Resume,
1-page cover note, and
Quick work sample (30–45 min total):
A one-page event timeline (key milestones for a 3-day conference) and
A 2-week social schedule (6 posts total) with 1–2 sample Canva thumbnails attached/exported.
Subject: Admin & Comms Coordinator – [Your Name]
We are an equal opportunity employer and warmly welcome candidates of diverse backgrounds and lived experiences.
We are an equal opportunity employer and warmly welcome candidates of diverse backgrounds and lived experiences.
Seniority level: Entry level
Employment type: Part-time
Job function: Marketing, Public Relations, and Writing/Editing
Industries: Health and Human Services
#J-18808-Ljbffr