Administrative Specialist
Stanford University
About this position
Position Description
The Hoover Institution at Stanford University is seeking qualified candidates for the full-time position of Administrative Specialist. To ensure your application information is captured in our official files for immediate access to your resume, you must apply to http://stanfordcareers.stanford.edu and in the key word search box, indicate Requisition #109066 A resume is required for full consideration. 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: Provide administrative and operational support to Senior Fellow Andrew Hall and his research lab at the Hoover Institution, including calendar management, processing of financial transactions and reimbursements, event coordination, administrative support for research assistants and lab personnel, and management of software accounts and other research operations for the research lab. CORE DUTIES*: Support day-to-day operations of the research lab, including tracking deliverables and deadlines, maintaining shared records and project files, and following up on action items across a portfolio of concurrent projects. Respond to inquiries, and determine and take appropriate action as required. Serve as a resource regarding a defined set of policies and procedures. Perform duties associated with scheduling, organizing, and operating conferences, seminars, and events, including recommending vendors for services, overseeing the production and distribution of materials, coordinating logistics, and serving as liaison with internal and external vendors. Draft and/or generate routine communications; coordinate production (formatting, copying, etc.) and dissemination of documents, such as presentations, course handouts, grant proposals, conference and seminar materials, complex reports, brochures, and displays. Plan and schedule calendar(s) based on consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies. Process and monitor routine financial transactions, which may include researching and resolving discrepancies, including reimbursements, expense reports, vendor payments, honoraria, and procurement. Support day-to-day operations of the research lab, including tracking deliverables and deadlines, maintaining shared records and project files, and following up on action items across a portfolio of concurrent projects. Process and monitor financial transactions, including reimbursements, expense reports, vendor payments, honoraria, and procurement May serve as the point of contact for general maintenance, health and safety, and other facility concerns within the unit(s); report any incidents or potential safety problems to appropriate representatives. Track completion of required training. Maintain approved content on lab and project websites and assist with light updates to public-facing materials. May perform human resources transactional support, for research assistants, postdocs, fellows, and other lab personnel, e.g. time cards, payroll coordination, and appointment paperwork, ADDITIONAL CORE DUTIES: Coordinate logistics for conferences, seminars, workshops, fellow convenings, and lab events in partnership with the Hoover events team and external vendors, including venue, catering, AV, materials, registration, and on-site support. Manage subscriptions, licenses, billing, and access provisioning for the lab’s software, AI services, and research tools; serve as the point of contact with vendors and Stanford IT for account-related issues. Coordinate with the Stanford Graduate School of Business, the Hoover Institution, and other university units on cross-listed appointments, joint events, and shared administrative processes. * 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 three years of administrative experience, or combination of education and relevant experience. Knowledge, Skills, and Abilities: Proficient computer skills and demonstrated experience with office software and email applications. Demonstrated success in following through and completing routine tasks. Strong organizational skills and attention to detail. Strong verbal and written communication skills. Excellent customer service and interpersonal skills. Ability to prioritize and multi-task. Preferred/Desired Knowledge, Skills, and Abilities: Microsoft Office, Google Suite, Zoom. 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 accommodation to any employee with a disability who requires accommodation to perform the essential functions of the job. WORKING CONDITIONS: The expectations for this position are for a full-time on-site employee present Monday through Friday. The expected pay range for this position is $31.97 to 38.40 per hour. Stanford University provides pay ranges representing its good faith estimate of the salary or hourly wage the university reasonably expects to pay for a position upon hire. 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. 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 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. 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. 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. Additional Information Schedule: Full-time Job Code: 4097 Employee Status: Regular Grade: E Requisition ID: 109066 Work Arrangement : Hybrid Eligible
Qualifications
MINIMUM REQUIREMENTS: Education & Experience: High school diploma and three years of administrative experience, or combination of education and relevant experience. Knowledge, Skills, and Abilities: Proficient computer skills and demonstrated experience with office software and email applications. Demonstrated success in following through and completing routine tasks. Strong organizational skills and attention to detail. Strong verbal and written communication skills. Excellent customer service and interpersonal skills. Ability to prioritize and multi-task. Preferred/Desired Knowledge, Skills, and Abilities: Microsoft Office, Google Suite, Zoom. 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 accommodation to any employee with a disability who requires accommodation to perform the essential functions of the job. WORKING CONDITIONS: The expectations for this position are for a full-time on-site employee present Monday through Friday. The expected pay range for this position is $31.97 to 38.40 per hour. Stanford University provides pay ranges representing its good faith estimate of the salary or hourly wage the university reasonably expects to pay for a position upon hire. 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. 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 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. 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. 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.