The Hoover Institution at Stanford University is seeking qualified candidates for the full-time position of Director’s Office Administrator. 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 #105149.
A cover letter and resume are 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:
The Stanford Hoover Institution is seeking an experienced and highly organized Director’s Office Administrator to join the Director’s Office. In this critical support role, you will work closely with the employees of the office to ensure smooth day-to-day operations. This position is ideal for someone who thrives in a fast-paced environment and has a passion for high-level administrative support within a prestigious institution.
As part of the Director’s Office team, you will assist in preparing and researching briefing documents, tracking institutional events to keep leadership informed, and coordinating the logistics of meetings. You will also manage key tasks such as welcoming and escorting guests, handling incoming mail and requests, maintaining office calendars, and managing PCard and TCard transactions.
A part of your role will involve managing student interns and research assistants, coordinating their projects, and ensuring timely completion of office responsibilities. You will also assist with scheduling and calendar management for the office and the Director, serving as a backup for essential meetings and appointments.
This role also offers growth opportunities, including the chance to participate in and lead event planning and execution, as well as contributing to office morale and team-building activities.
If you are a proactive, detail-oriented individual with strong organizational skills and a commitment to supporting executive-level operations, we encourage you to apply for this exciting opportunity within the Hoover Institution.
CORE DUTIES*:
- Act on behalf of the supervisor, department manager, or chair in regards to establishing priorities and identifying and resolving problems that are administrative in nature.
- 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, 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) with limited consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
- 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.
- Assist with greeting and escorting guests, ensuring a welcoming and professional experience throughout their visit.
- Provide support for the execution and staffing of Stanford-related events and local events, ensuring smooth operations and a successful attendee experience.
- 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.
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.
ADDITIONAL CORE DUTIES*:
- Prepare and organize Board committee materials, assist with meeting setup and takedown, draft leadership briefings, and provide follow-up support, such as sending requested materials to Board members.
MINIMUM REQUIREMENTS:
Education & Experience: High school diploma and four years of administrative experience, or combination of education and relevant experience.
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:
- Knowledge of protocol and etiquette when interacting with VIPs, board members, and government officials.
- Familiarity with academic and policy research center environments similar to the Hoover Institution and Stanford University.
Certifications and Licenses:
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:
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.
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.
