Job Description

About Stanford University’s Hoover Institution:The Hoover Institution on War, Revolution, and Peace is a public policy research center devoted to the advanced study of economics, politics, history, and political economy—both domestic and foreign—as well as international affairs. 

Founded in 1919 by Herbert Hoover before he became the thirty-first president of the United States, the Institution began as a repository of historical material gathered at the end of World War I.  The library and archives have grown to be among the largest private repositories of documents on twentieth-century political and economic history.  Over time the Institution expanded its mission from collecting archival material to conducting advanced research on contemporary history and economics and applying this scholarship to current public policy challenges. 

With its eminent scholars and world-renowned library and archives, the Hoover Institution seeks to improve the human condition by advancing ideas that promote economic opportunity and prosperity while securing and safeguarding peace for America and all humanity.

JOB PURPOSE:

The Program Assistant will provide administrative and operational support independently or with limited supervision. This position will report to the Senior Program Manager in the department of the Director of Research. The Program Assistant is responsible for supporting the day-to-day operations and administrative functions of several fellow programs including but not limited to: the Hoover Fellows, the National Fellows, and the Campbell Fellows and for providing departmental support. The Program Assistant will work directly in support of the Program Manager and fellows. Essential skills in this role include excellent and articulate communications skills, exceptional customer service, strong organization abilities, meticulous attention to detail, positive mindset, and adaptive flexibility. This role is expected to be work on campus at least 4 days a week. 

CORE DUTIES*:

Act on behalf of the supervisor, department manager, or chair in regard to establishing priorities and identifying and resolving problems that are administrative in nature. Research and/or write background information for meetings. Participate in meetings on supervisor’s behalf, inform after the fact.

Oversee and/or perform duties associated with scheduling, organizing, and operating complex conferences, seminars, and events, including arranging with vendors for services, overseeing the production and distribution of materials, administering logistics, and managing event within budget.

Compose and draft documents and correspondence for presentations, course handouts, grants, conferences, seminars, and reports; perform substantial editing and fact checking. Create, maintain, modify, and/or ensure accuracy of content in various unit documents, displays, reports, brochures, social media, and/or websites.

Plan and schedule calendar(s) without prior consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.

Create complex reports and spreadsheets that may utilize specialized software and systems. The candidate should be familiar with software and tools such as Microsoft Office Suite, Google Docs, Google Sheets, Google Slides, Zoom, etc.

Oversee and/or process a variety of complex financial transactions; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies. May assist with capital or special equipment requests and/or vendor selection.

Coordinate and monitor routine maintenance services completion.  Plan and coordinate office moves and/or minor renovation projects.

May lead staff or supervise day-to-day work of student and/or temporary workers, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, reviewing work for quality and timeliness, and providing performance review input.

Develop and maintain strong relationships with cross-functional teams and fellows, as well as with both internal and external constituents, to support the fellows and research priorities of the Hoover Institution.

*The job duties listed are typical examples of work performed by positions in this job classification and are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities.  Specific duties and responsibilities may vary depending on department or program needs without changing the general nature and scope of the job or level of responsibility.  Employees may also perform other duties as assigned.

MINIMUM REQUIREMENTS:

Education & Experience: 

High school diploma and four years of administrative experience, or a combination of education and relevant experience. Experience with program administration is strongly preferred. This role has the potential for growth on the job; therefore, a 4-year college degree is preferred.

Knowledge, Skills, and Abilities:

Advanced computer skills and demonstrated experience with office software and email applications.

Demonstrated success in following through and completing projects.

Excellent organizational skills and attention to detail.

Strong verbal and written communication skills.

Excellent customer service and interpersonal skills.

Ability to prioritize, multi-task, and assign work to others.

Ability to take initiative and ownership of projects.

Ability to routinely and independently exercise sound judgment in making decisions.

Preferred/Desired Knowledge, Skills, and Abilities: 

Excellent organizational skills and attention to detail.

Strong verbal and written communication skills.

Excellent customer service and interpersonal skills.

Ability to prioritize, multi-task, and assign work to others.

Ability to take initiative and ownership of projects.

Advanced computer skills and demonstrated experience with office software and email applications.

Demonstrated success in following through and completing projects.

Ability to apply process thinking in daily work.

Ability to adapt to different situations and stay flexible. 

Certifications and Licenses:

None

PHYSICAL REQUIREMENTS*:

Constantly perform desk-based computer tasks.

Frequently sitting.

Occasionally stand/walk, reach/work above shoulders, grasp lightly/fine manipulation, grasp forcefully, use a telephone, sort/file paperwork or parts, lift/carry/push/pull objects that weigh up to 10 pounds.

Rarely twist/bend/stoop/squat, kneel/crawl.

*Consistent with its obligations under the law, the University will provide reasonable accommodations to applicants and employees with disabilities. Applicants requiring a reasonable accommodation for any part of the application or hiring process should contact Stanford University Human Resources by submitting a contact form.

WORKING CONDITIONS:

On occasion, may be required to work evening or weekend overtime hours in support of scheduled events and programs.

WORK STANDARDS:

Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients as well as 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 $33.17 - $43.75 per hour. 

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.

Stanford is an equal employment opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law.

Job Tags

Similar Jobs