Stanford University
Sr. 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 Sr. Administrative Specialist. To ensure your application information is captured in our official files for immediate access to your resume, you must apply to
stanfordcareers.stanford.edu
and in the key word search box, indicate Requisition # 104722.A resume is required for full consideration.WORKING TITLE: Sr. Administrative SpecialistJOB TITLE: Administrative Associate 3JOB CODE: 4098GRADE: FEXEMPTION: Non-exemptSALARY RANGE: $39.46-$43.75TERM: ContinuingAbout 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 will support the Hoover Center for Research on Education Outcomes (CREDO) that conducts research on the U.S. K-12 education system. The associate in this role would support CREDO with administrative expertise as well as processing financial transactions and expenses for the research group.JOB PURPOSE:
Provide responsive administrative service as well as operational support for Hoover Institution Program on US K-12 Education Staff and Fellows.CORE DUTIES:Be present at the Hoover Institution at least 3 days each week, to be arranged on a monthly basis in coordination with the Program Director based on workload.Process and monitor routine financial transactions, which may include researching and resolving discrepancies.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. Manage Program Master Calendar.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.Maintain office supplies and equipment; obtain vendor quotations, as needed. Coordinate office moves.Maintain administrative directories and catalogs for the staff and Fellows, including software licenses and expiry dates, equipment inventories, subscriptions, as requested.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.ADDITIONAL CORE DUTIES:Contribute to a culture of continuous improvement and collaboration by actively participating in the Hoover Way. (Agile Methodology)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, Teams, Google Suite, Zoom.Certifications and Licenses:NonePHYSICAL 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.WORKING CONDITIONS:The expectations for this position are for a variable hybrid presence Monday through Friday during Pacific Time working hours with a minimum of three days in person at the Hoover offices.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.The expected pay range for this position is $39.46-$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 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.Why Stanford is for You:Imagine a world without search engines or social platforms. Consider lives saved through first-ever organ transplants and research to cure illnesses. Stanford University has revolutionized the way we live and enrich the world. Supporting this mission is our diverse and dedicated 17,000 staff. We seek talent driven to impact the future of our legacy. Our culture and unique perks empower you with:Freedom to grow . We offer career development programs, tuition reimbursement, or course auditing. Join a TedTalk, film screening, or listen to a renowned author or global leader speak.A caring culture . We provide superb retirement plans, generous time-off, and family care resources.A healthier you . Climb our rock wall or choose from hundreds of health or fitness classes at our world-class exercise facilities. We also provide excellent health care benefits.Discovery and fun . Stroll through historic sculptures, trails, and museums.Enviable resources . Enjoy free commuter programs, ridesharing incentives, discounts and more!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.The Hoover Institution at Stanford University 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.Hoover Institution, Stanford, California, United States.
#J-18808-Ljbffr
stanfordcareers.stanford.edu
and in the key word search box, indicate Requisition # 104722.A resume is required for full consideration.WORKING TITLE: Sr. Administrative SpecialistJOB TITLE: Administrative Associate 3JOB CODE: 4098GRADE: FEXEMPTION: Non-exemptSALARY RANGE: $39.46-$43.75TERM: ContinuingAbout 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 will support the Hoover Center for Research on Education Outcomes (CREDO) that conducts research on the U.S. K-12 education system. The associate in this role would support CREDO with administrative expertise as well as processing financial transactions and expenses for the research group.JOB PURPOSE:
Provide responsive administrative service as well as operational support for Hoover Institution Program on US K-12 Education Staff and Fellows.CORE DUTIES:Be present at the Hoover Institution at least 3 days each week, to be arranged on a monthly basis in coordination with the Program Director based on workload.Process and monitor routine financial transactions, which may include researching and resolving discrepancies.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. Manage Program Master Calendar.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.Maintain office supplies and equipment; obtain vendor quotations, as needed. Coordinate office moves.Maintain administrative directories and catalogs for the staff and Fellows, including software licenses and expiry dates, equipment inventories, subscriptions, as requested.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.ADDITIONAL CORE DUTIES:Contribute to a culture of continuous improvement and collaboration by actively participating in the Hoover Way. (Agile Methodology)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, Teams, Google Suite, Zoom.Certifications and Licenses:NonePHYSICAL 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.WORKING CONDITIONS:The expectations for this position are for a variable hybrid presence Monday through Friday during Pacific Time working hours with a minimum of three days in person at the Hoover offices.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.The expected pay range for this position is $39.46-$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 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.Why Stanford is for You:Imagine a world without search engines or social platforms. Consider lives saved through first-ever organ transplants and research to cure illnesses. Stanford University has revolutionized the way we live and enrich the world. Supporting this mission is our diverse and dedicated 17,000 staff. We seek talent driven to impact the future of our legacy. Our culture and unique perks empower you with:Freedom to grow . We offer career development programs, tuition reimbursement, or course auditing. Join a TedTalk, film screening, or listen to a renowned author or global leader speak.A caring culture . We provide superb retirement plans, generous time-off, and family care resources.A healthier you . Climb our rock wall or choose from hundreds of health or fitness classes at our world-class exercise facilities. We also provide excellent health care benefits.Discovery and fun . Stroll through historic sculptures, trails, and museums.Enviable resources . Enjoy free commuter programs, ridesharing incentives, discounts and more!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.The Hoover Institution at Stanford University 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.Hoover Institution, Stanford, California, United States.
#J-18808-Ljbffr