Administrative Specialist at Stanford University in STANFORD, California

Job Description:

Administrative Specialist


Hoover Institution, Stanford, California, United States



Schedule: Full-time

Job Code: 4945

Employee Status: Regular

Grade: E

Requisition ID: 93005



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.




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 Hoover Institution Administrative Specialist reports directly to the People Operations Manager and provides administrative or operational support working under general supervision. The front desks are staffed continuously at the David and Joan Traitel, Herbert Hoover Memorial, and Hoover Tower buildings during business hours, year-round and after hours, when events are scheduled.


Working in a fast-past paced, highly interruptive environment, the Administrative Specialist serves as an information, service, and problem-resolution resource for any Hoover related matter at the front desk and will interact with VIPs such as foreign dignitaries, high-level government officials, donors, Hoover Fellows, conference guests, students, staff and the Stanford community ensuring the highest quality customer service is afforded utilizing a "One Stop" service model. Responsibility for coordinating and administering the "Front Desk/One Stop" service model includes working closely with other Administrative Specialists and the Finance, Facilities, Development, and Events teams on all day to day activities and planned events to ensure seamless service across the institution.




CORE DUTIES*:

• Ensure a positive organizational image by providing courteous, friendly and efficient service to all visitors and staff. Greet visitors and route them to appropriate individuals. Answer phones, respond to inquiries, and determine and take appropriate action as required. Serve as a resource regarding a defined set of policies and procedures.
• As a member of a centralized team, process and monitor a high volume of routine financial transactions, which may include researching and resolving discrepancies.
• Draft and/or generate routine communications such as emails, memos, notices and letters; coordinate production (formatting, copying, etc.) and dissemination of documents, such as presentations, course handouts, 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.
• Perform office duties including, but not limited to, handling incoming and outgoing mail, entering data into basic tables/ in-house software, reports or spreadsheets, making copies and monitoring and ordering office supplies.
• Maintain office supplies and equipment; obtain vendor quotations, as needed. Coordinate office moves.
• 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, track facility and office equipment and room set up, schedule repairs, ordering meals and serving as liaison with internal and external vendors.
• 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.

* 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 required. Bachelor's degree and three years' experience working successfully in a front desk/customer service, hospitality environment strongly preferred.



Knowledge, Skills, and Abilities:

• Excellent customer service and interpersonal skills.
• Ability to prioritize and multi-task.
• Demonstrated success in following through and completing routine tasks.
• Strong organizational skills and attention to detail.
• Strong verbal and written communication skills.
• Proficient computer skills and demonstrated experience with office software and email applications.

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:

• May be required to work overtime, non-standard, extended or weekend hours in support of scheduled events.

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 Hoover Institution at Stanford University is an equal opportunity employer and all qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.

To be considered for this position please visit our web site and apply on line at the following link: https://apptrkr.com/2812464

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

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