Tower Administrative Specialist

Tower Administrative Specialist🔍Hoover Institution, Stanford, California, United States

The Hoover Institution at Stanford University is seeking qualified candidates for the full-time position of Administrative Associate. To ensure your application information is captured in our official files for immediate access to your resume, you must apply to (Use the "Apply for this Job" box below). and in the key word search box, indicate Requisition #108167

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.

This position is for the Hoover Administration Team (H.A.T. Team) that serves the institution by providing excellent customer service from the front desks in each building as well as the processing of financial transactions for supporting departments and the research fellows of the institution. There is a wealth of opportunity for career growth at the Hoover Institution and the H.A.T. Team is one of the essential departments that keeps the Institution efficient and vibrant.

Provide consistent on site front of house support from the Hoover Tower reception desk, offering concierge level service as well as administrative or operational support for Hoover Institution Staff and Research Fellows. Act as a liaison between Guest Services that coordinate visits to the tower observation deck, Library and Archives staff and docents as well as the scholars and students who frequent the offices in the tower.

This position requires on site work Monday through Friday and there is no provision for remote or hybrid work.

• Be present Monday through Friday at the assigned Hoover Tower front desk station at the Hoover Institution and provide concierge level customer service and receive visitors and students.
• Monitor and respond to the Hoover Tower public facing email. Respond to inquires and coordinates schedules of tower visitors and groups for the Guest Services team in the Tower.
• Respond to inquiries and determine and take appropriate action as required. Serve as a resource regarding a defined set of policies and procedures.
• 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, and serving as liaison with internal and external vendors.
• Draft and/or generate routine communications; coordinate production (formatting, copying, etc.) and dissemination of documents, such as presentations, course handouts, grant proposals, 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.
• Process and monitor routine financial transactions, which may include researching and resolving discrepancies.
• Maintain office supplies and equipment; obtain vendor quotations, as needed. Coordinate office moves.
• May serve as the point of contact for general maintenance, health and safety, and other facility concerns within the unit(s); report any incidents…