Stanford University
Administrative Specialist
Stanford University, Palo Alto, California, United States, 94306
The Hoover Institution at Stanford University is seeking qualified candidates for the full-time position of
Administrative Specialist.A cover letter and resume are required for full consideration.WORKING TITLE: Administrative SpecialistJOB TITLE:
Administrative Associate 2JOB CODE:
4097GRADE:
EEXEMPTION:
Non-exemptHOURLY RANGE:
$27.40 - $37.02TERM:
ContinuingWORK ARRANGEMENT:
On-siteAbout 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.This position is for the Hoover Administration Team (H.A.T. Team) that serves the institution by providing excellent customer service from the front desks in each building as well as the processing of financial transactions for staffing departments and the research fellows of the institution.JOB PURPOSE:
Provide front of house support from a reception desk, offering concierge level service as well as administrative or operational support for Hoover Institution Staff and Research Fellows.CORE DUTIES:Be present Monday through Friday at an assigned front desk station at the Hoover Institution and provide concierge level customer service.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.Maintain office supplies and equipment; obtain vendor quotations, as needed. Coordinate office moves.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 websites.May perform human resources transactional support, e.g. time cards, I9s, and/or faculty affairs support.May guide and train student and/or contingent workers including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, and reviewing work for quality and timeliness.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.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.WORKING CONDITIONS:The expectations for this position are for a full-time on-site employee present Monday through Friday.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.The expected hourly rate range for this position is $27.40 - $37.02.Stanford University provides pay ranges representing its good faith estimate of what the university reasonably expects to pay for a position. At Stanford University, base pay represents only one aspect of the comprehensive rewards package.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.
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Administrative Specialist.A cover letter and resume are required for full consideration.WORKING TITLE: Administrative SpecialistJOB TITLE:
Administrative Associate 2JOB CODE:
4097GRADE:
EEXEMPTION:
Non-exemptHOURLY RANGE:
$27.40 - $37.02TERM:
ContinuingWORK ARRANGEMENT:
On-siteAbout 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.This position is for the Hoover Administration Team (H.A.T. Team) that serves the institution by providing excellent customer service from the front desks in each building as well as the processing of financial transactions for staffing departments and the research fellows of the institution.JOB PURPOSE:
Provide front of house support from a reception desk, offering concierge level service as well as administrative or operational support for Hoover Institution Staff and Research Fellows.CORE DUTIES:Be present Monday through Friday at an assigned front desk station at the Hoover Institution and provide concierge level customer service.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.Maintain office supplies and equipment; obtain vendor quotations, as needed. Coordinate office moves.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 websites.May perform human resources transactional support, e.g. time cards, I9s, and/or faculty affairs support.May guide and train student and/or contingent workers including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, and reviewing work for quality and timeliness.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.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.WORKING CONDITIONS:The expectations for this position are for a full-time on-site employee present Monday through Friday.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.The expected hourly rate range for this position is $27.40 - $37.02.Stanford University provides pay ranges representing its good faith estimate of what the university reasonably expects to pay for a position. At Stanford University, base pay represents only one aspect of the comprehensive rewards package.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.
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