Program Associate

The Hoover Institution at Stanford University is seeking qualified candidates for the full-time position of Program Associate.

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 Program Associate provides complex operational and administrative support to members and programs of the Institutional Programming (IP) department. The Program Associate supports and manages programs that are led by Hoover Fellows. This position will also offer support to the IP team with duties that include scheduling, meeting planning, drafting communications, editing documents, and processing financial transactions. The Program Associate will report to the Program Manager. The Program Manager is responsible for administering and organizing the management and execution of business support systems for select institutional programs and research initiatives within the Institution.

CORE DUTIES*:

• 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.
• 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.
• Act on behalf of the supervisor to establish priorities and identify and resolve problems that are administrative in nature.
• Research and/or write background information for meetings. Participate in meetings on supervisor’s behalf, inform after the fact.
• 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.
• Plan and schedule calendar(s) without prior 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.
• Positions at this level also include one or more of the following duties:
  • In conjunction with financial lead and/or principal investigator, assist with sponsored project research proposal submissions and post award administration.
  • Responsible for leading the administrative functions of a program or unit.
  • Perform human resources transactional support and/or faculty affairs support; coordinate or manage the visa process.
  • Oversee or supervise day-to-day work of other administrative or support staff, student and/or temporary workers, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, reviewing work for quality, timeliness, and providing performance review input.

* 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. Three years of program management support is strongly 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.

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 his or her job. 

WORKING CONDITIONS:

• May require occasional work on evenings and weekends.
• May require some local and domestic travel.

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.