Program Manager

Job description

Program Manager

Stanford University

Job Number:

The Hoover Institution at Stanford University is seeking qualified candidates for the full-time position of Program Manager. The position is for a one-year fixed term.

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.


The Program Manager reports to the Program Director and provides professional and technical support for all program grants for the CREDO Institute. The Program Manager is responsible for the day-to-day activities of the Institute in the areas of finance and budget management, program tracking, logistics and communications, and general program administration. The Program Manger will participate as a member of the Management Committee for CREDO.


  • Implement, administer and evaluate day-to-day activities of CREDO which includes scheduling, coordinating and organizing meetings and events. May act as key contact.
  • Collect and analyze data, create reports, review and explain trends; formulate and evaluate alternative solutions and/or recommendations to achieve the goals of CREDO. Participate in critical analysis of existing systems and processes, and identify opportunities for process improvement.
  • Analyze and interpret policies; develop, revise and implement procedures.
  • Represent CREDO within the Hoover Institution. May also represent CREDO to external constituencies. Work closely with colleagues and groups across Stanford (University Office of Sponsored Projects, Contracts Office, Office of Technology and Licensing, Finance, etc.) in support of CREDO's research activities.
  • Participate in outreach activities that may include communications, events, training, conferences, and/or fundraising.
  • In conjunction with financial lead and/or principal investigator, assist with sponsored project research proposal submissions and post award administration which includes the following:
    • Pre-Award: Participate in the preparation of the administrative components of proposals. Oversee and communicate submission process, both paper and electronic; resolve issues relating to proposal preparation and submittal process. Submit contract and grant proposals on behalf of CREDOs to the university's Office of Sponsored Research (OSR)
    • Post-Award: Collaborate with Office of Sponsored Research to ensure awards are set up properly and cost-sharing requirements are fulfilled.
    • Review and understand the terms and conditions of sponsored projects. Keep calendar of project, grant and Stanford compliance reporting deadlines.
    • Responsible for building and maintaining a variety of monthly and quarterly financial reports.
    • Facilitate quarterly review by principal investigators.
    • Compile information and documents needed for audit inquiries.
  • Oversee and/or process a variety of complex financial transactions; produce, monitor, and reconcile and approve expenditures; research, identify, and resolve discrepancies and report on the fiscal status of each award.
  • May direct staff to perform various tasks and assignments. May also supervise staff.

* 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:

Bachelor's degree and three years of relevant experience, or combination of education and relevant experience. Relevant experience should include managing budgets and submitting grants, and with Stanford or other university administrative systems.

Knowledge, Skills and Abilities:
  • Demonstrated ability to prioritize own work and multi-task.
  • Demonstrated excellent organizational skills.
  • Demonstrated ability to take initiative and ownership of projects.
  • Ability to communicate effectively both orally and in writing.
  • Ability to routinely and independently exercise sound judgment in making decisions.
  • Demonstrated experience working independently and as part of a team.
  • Relevant subject matter knowledge.
  • Ability to direct the work of others, for jobs requiring supervision.

Desired/Preferred Knowledge, Skills, and Abilities:
  • Proficiency with travel and expense reimbursement systems.
  • Experience with monthly project accounting.
  • Working knowledge of Stanford University administrative structure and functions.

Certifications and Licenses:
  • None

  • Constantly perform desk-based computer tasks.
  • Frequently stand/walk, sitting, grasp lightly/fine manipulation.
  • Occasionally use a telephone.
  • Rarely lift/carry/push/pull objects that weigh 11-20 pounds.

* - 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.

  • May work extended hours or weekends.

  • 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,

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.
Additional Information
  • Schedule: Full-time
  • Job Code: 4121
  • Employee Status: Fixed-Term
  • Grade: H
  • Department URL:
  • Requisition ID: 87737


Location: Hoover Institution, Stanford, California, United States
Classification Level:

To be considered for this position please visit our web site and apply on line at the following link:

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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Job No:
Posted: 11/10/2020
Application Due: 11/22/2020
Work Type: