Facilities Associate
Hoover Institution, Stanford, California, United States

Schedule: Full-time
Job Code: 4102
Employee Status: Fixed-Term
Grade: E
Requisition ID: 94454

The Hoover Institution is seeking a full-time Facilities Associate for a one year fixed-term. The ideal candidate will have a great attitude, a commitment to teamwork, a customer service mindset and exude a professional demeanor at all times.

A resume is 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 Facilities Associate reports to the Facilities Director in support of the Hoover Institution Facilities Department and Mailroom. The Facilities Associate is a key partner in an eight-person team that provides proactive and reactive service to ensure Hoover Institution facilities meet the expectation of Fellows, staff, visitors and guests. The ideal candidate will have a great attitude, a commitment to teamwork, a customer service mindset and exude a professional demeanor at all times.

Primary responsibilities include but are not limited to: customer service and support; shipping/receiving and distribution; building access, closure and security; setup and operation of audio/visual equipment for on-site conferences and seminars; process financial transactions; schedule student support staff; communicate arriving/leaving logistics; furniture setup and office moves; physical facilities and systems support; other duties as assigned.

CORE DUTIES:

• 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 or potential safety problems to appropriate representatives. Track completion of required training.
• Maintain approved content on websites.
• May perform human resources transactional support, e.g. time cards, I9s, and/or faculty affairs support.
• May guide and train student and/or contingent workers including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, and reviewing work for quality and timeliness.

* 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 three years of administrative experience, or combination of education and relevant experience. College education and two years' comparable work experience preferred.

Knowledge, Skills, and Abilities:

• Proficient computer skills and demonstrated experience with office software and email applications.
• Demonstrated success in following through and completing routine tasks.
• Strong organizational skills and attention to detail.
• Strong verbal and written communication skills.
• Excellent customer service and interpersonal skills.
• Ability to prioritize and multi-task.

Desired/Preferred Knowledge, Skills, and Abilities

• Knowledge of copiers, printers, A/V equipment, and postage meters
• Reliable, self-motivated, and adaptable
• Must be willing to learn skills necessary for the job
• Must be able to lift up to 50 lbs.

Certifications and Licenses:

• Must possess and maintain a valid California Non-commercial Driver's License.

PHYSICAL REQUIREMENTS*:

• Frequently stand/walk, sort/file paperwork or parts, lift/carry/push/pull objects that weigh up to 20 pounds
• Frequently perform desk-based computer tasks, use a telephone, writing by hand
• Occasionally climb (ladders, scaffolds, or other), twist/bend/stoop/squat, reach/work above shoulders, lift/carry/push/pull objects that weigh >40 pounds, use small hand tools (some electrical) such as a hammer, drill, screw driver, and level.
• Rarely; kneel/crawl, grasp forcefully
• Ability to obtain and maintain a California Non-commercial Class Driver's license and drive day or night.

*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:

• Requires occasional evening and weekend hours.

WORK STANDARDS:

• Must comply with the California Vehicle Code and Stanford University requirements when operating university-owned vehicles.
• 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.



To be considered for this position please visit our web site and apply on line at the following link: https://apptrkr.com/3070619

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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