Administrative Associate 3 - Development at MSCCN

Administrative Associate 3 - Development Hoover Institution, Stanford, California, United States New Administration Post Date 8 hours ago Requisition # 105002 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 challenge. 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 Office of Development provides a customized, high-touch experience for Hoover donors and prospects. Initiative, organization, responsiveness, attention to detail, excellent interpersonal skills, and a positive attitude are key attributes to succeeding in this position. The Development Assistant will provide administrative and operational support for up to three Regional Directors of Major Gifts with limited on-site supervision. May be responsible for leading other administrative staff or subordinates. CORE DUTIES: Act on behalf of the Regional Directors of Major Gifts 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 in coordination with the events department at Hoover Institution. Compose and draft documents and correspondence and answer emails based on knowledge of Regional Director of Major Gifts' preferences; 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. Create complex reports and spreadsheets which may utilize specialized software and systems, including both Hoover and Stanford development database systems and online research to assist in the expansion and stewardship of multiple regions. Oversee and/or process a variety of complex financial transactions; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies on a weekly basis. This includes reimbursements and travel related expense reports, credit transactions, and purchase requisitions. Coordinate and monitor routine maintenance services completion. Plan and coordinate office moves and/or minor renovation projects. ADDITIONAL CORE DUTIES: Execute follow up mailings and interface appropriately via email, phone and in person with a wide range of constituents, both internal and external to the institution, including donors, Board members, prospects, directors, fellows, staff, etc. Perform data entry in the Hoover database: logging activity reports; tracking calls, mailings, and visits; and keeping data current and up to date. Order and maintain office supplies, stationery, office equipment, publications and other items needed to enable Regional Directors of Major Gifts to efficiently perform their job. Keep up to date on training and system requirements needed to work efficiently and effectively in the Stanford online processing systems, administrative guides, and resources governing university business procedures and processes. 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 four years of administrative experience, or combination of education and relevant experience. B.A. degree highly preferred. 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. Desired/Preferred Knowledge, Skills and Abilities: Strong writing skills, with attention to detail; proficiency in written English and command of grammar; experience in proof-reading may be helpful. Ability to work in a fast-paced, quickly-changing environment with flexibility to handle multiple projects with deadlines. Ability to work independently and as a team player; possess excellent judgment and discretion knowing when to seek consultation from others in department; and work closely with the Events and Gift Processing teams at Hoover. Communicate responsively, appropriately, and professionally with a wide range of individuals, both in written and oral communications. Experience staffing high-level meetings with demonstrated discretion in handling confidential information. Demonstrated experience with Microsoft Office; use of the Internet for research purposes; previous knowledge of database systems, Stanford online systems, and Raiser's Edge or other fundraising software is helpful; and ability to learn new software and online processing 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 20 pounds. Rarely twist/bend/stoop/squat, kneel/crawl. - 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 by submitting acontact form. WORKING CONDITIONS: May work extended hours, evenings or weekends. May travel for events, including occasional overnight travel. The expected pay range for this position $33.17-$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. WORK STANDARDS: Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients and 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,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. Additional Information Schedule: Full-time Job Code: 4098 Employee Status: Regular Grade: F Requisition ID: 105002 Work Arrangement : On Site