Project Administrator at Stanford University in STANFORD, California

Job Description:

Project Administrator


Hoover Institution, Stanford, California, United States



Schedule: Full-time

Job Code: 4812

Employee Status: Fixed-Term

Grade: J

Requisition ID: 92467



Are you interested in being part of a dynamic team? The Hoover Institution is seeking a full-time Project Administrator for a one year fixed-term. If you are organized and analytical, possess the strong business judgment and communication skills needed to interact with a variety of people and job functions, we encourage you to apply today to support Hoover's mission.



Please submit a cover letter and resume along with your online application.




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 Project Administrator will provide complex administrative and operational support to the Senior Fellow, carrying out all administrative duties and financial transactions necessary to support the research for the ongoing biography of a major American statesman currently being written by the Senior Fellow. The Project Administrator will be a self-starter who administers the project under minimal supervision, actively anticipates and solves problems, and exhibits a customer-service attitude. May be responsible for overseeing other administrative staff or subordinates. The Project Administrator will also support the Senior Fellow by carrying out the administrative duties and financial transactions needed to run one of their Working Groups chaired by the Senior Fellow.




CORE DUTIES*:

• Responsible for leading the administrative functions of the research team.
• Act on behalf of the supervisor in establishing priorities and identifying and resolving problems that are administrative in nature.
• Serves as the primary logistical planner in support of the Research Assistant, who is the primary point of contact for international and national researchers involved in the research project.
• Serve as the primary point of contact for uploading and processing data through key cloud providers, such as Amazon Mechanical Turk.
• 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.
• Create complex reports and spreadsheets which may utilize specialized software and systems. Make recommendations based on reports.
• Analyze and review material and extract pertinent information for briefing purposes.
• Research and/or write background information for meetings. Participate in meetings on supervisor's behalf, inform after the fact.
• 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 the event within budget.
• Procure and distribute various research materials and books, digital and physical, to seminar and working group participants.
• Compose and draft documents and correspondence for presentations, course handouts, grants, conferences, seminars, and reports; perform substantial research 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.
• In conjunction with the Executive Assistant, plan and schedule meetings and arrange travel in compliance with unit, university, and sponsor policies.

* Note: 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 six years of administrative experience, or combination of education and relevant experience. Bachelor's degree preferred.



Knowledge, Skills, and Abilities:

• Advanced computer skills and demonstrated experience with office software and email applications.
• Proven success in following through and completing projects.
• Excellent organizational skills and attention to detail.
• Excellent 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.

Desired/Preferred Knowledge, Skills, and Abilities:

• Experience with Stanford Financial systems.

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:

• Occasionally work on weekends and evenings to support research.

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/2698423

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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