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Development Assistant

Hoover Institution, Stanford, California, United States

New

Administration

Post Date 1 day ago

Requisition # 107622

The Hoover Institution at Stanford University is seeking a full-time **Development Assistant.** To ensure your application information is captured in our official files for immediate access to your resume and cover letter, you must apply to _http://stanfordcareers.stanford.edu_ and in the key word search box, indicateRequisition #107622:.

_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 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 to the Senior Manager of Development and Donor Relations Manager with limited on-site supervision. May be responsible for leading other administrative staff or subordinates.

CORE DUTIES*:

+ Act on behalf of the Senior Manager of Development and Donor Relations Manager in regard to establishing priorities and identifying and resolving problems that are administrative innature.

+ 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, administeringlogistics, 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 Senior Manager of Development and Donor Relations Manager preferences; perform substantial editing and fact checking. Create, maintain, modify, and/or ensure accuracy of content invarious unit documents, displays, reports, brochures, social media, and/orwebsites.

+ Plan and schedule calendar(s) with limited consultation, resolve calendaringconflicts, and arrange travel in compliance with unit, university, and sponsorpolicies.

+ Create complex reports and spreadsheets which may utilize specialized software and systems, including both Hoover and Stanford development database systems andonline research to assist in the expansion and stewardship of multipleregions.

+ 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 purchaserequisitions.

+ Coordinate and monitor routine maintenance services completion. Plan and coordinate office moves and/or minor renovationprojects.

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 todate.

+ Order and maintain office supplies, stationery, office equipment, publications, and other items needed to enable Senior Manager of Development to efficiently perform theirjob.

+ Keep up to date on training and system requirements needed to work efficientlyand effectively in the Stanford online processing systems, administrative guides, and resources governing university business procedures andprocesses.

+ Serve as the point of contact for managing and tracking development materials for events and conferences.

+ Support event logistics, including preparing materials, coordinating follow-up tasks, and maintaining related records.

+ Assist with seating coordination and planning for major events.

* _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._

Education & Experience:

High school diploma and four years of administrative experience, or combination of education and relevant experience. B.A. degree highlypreferred.

Knowledge, Skills and Abilities:

+ Advanced computer skills and demonstrated experience with office software andemail applications.

+ Demonstrated success in following through and completingprojects.

+ Excellent organizational skills and attention to detail.

+ Strong verbal and written communicationskills.

+ Excellent customer service and interpersonalskills.

+ Ability to prioritize, multi-task, and assign work toothers.

+ Ability to take initiative and ownership ofprojects.

+ Ability to routinely and independently exercise sound judgment in makingdecisions.

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 behelpful.

+ Ability to work in a fast-paced, quickly-changing environment with flexibility to handle multiple projects withdeadlines.

+ Ability to work independently and as a team player; possess excellent judgmentand discretion knowing when to seek consultation from others in department; and work closely with the Events and Gift Processing teams atHoover.

+ 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 confidentialinformation.

+ 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 processingsystems.

Certifications and Licenses:

None

PHYSICAL REQUIREMENTS*:

+ Constantly perform desk-based computertasks.

+ Frequentlysitting.

+ Occasionally stand/walk, reach/work above shoulders, grasp lightly/finemanipulation, grasp forcefully, use a telephone, sort/file paperwork or parts, lift/carry/push/pull objects that weigh up to 20pounds.

+ 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 work extended hours, evenings orweekends.

+ May travel for events, including occasional overnighttravel.

The expected pay range for this position is $39.20-$45.56** **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.

At Stanford University, base pay represents only one aspect of the comprehensive rewards package. The Cardinal at Work website (** **https://cardinalatwork.stanford.edu/benefits-rewards** **) provides detailed information on Stanford’s extensive range of benefits and rewards offered to employees. Specifics about the rewards package for this position may be discussed during the hiring process.

WORK STANDARDS:

+ Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients and with externalorganizations.

+ Promote Culture of Safety: Demonstrates commitment to personal responsibilityand value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessonslearned.

+ Subject to and expected to comply with all applicable University policies and procedures, including but not limited to the personnel policies and other policiesfound in the University's Administrative Guide, _http://adminguide.stanford.edu_ _._

_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._

_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 a_ _contact form_ _._

_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: 107622**

+ **Work Arrangement : On Site**