Administrative Specialist

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. 

 

JOB PURPOSE: 

 

Provide front of house support from a reception desk, offering concierge level service as well as administrative or operational support for Hoover Institution Staff and Research Fellows.

 

CORE DUTIES*: 

 

Be present Monday through Friday at an assigned front desk station at the Hoover Institution and provide concierge level customer service. 

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.ADDITIONAL CORE DUTIES:

Contribute to a culture of continuous improvement and collaboration by actively participating in the Hoover Way. (Agile Methodology)

 

Responsibilities

Core Duties:

• Respond to inquiries, and determine and take appropriate actionas required. Serve as a resource regarding a defined set of policies andprocedures.

• Perform duties associated with scheduling, organizing, andoperating conferences, seminars, and events, including recommendingvendors for services, overseeing the production and distribution ofmaterials, coordinating logistics, and serving as liaison with internaland external vendors.

• Draft and/or generate routine communications; coordinateproduction (formatting, copying, etc.) and dissemination of documents,such as presentations, course handouts, grant proposals, conference andseminar materials, reports, brochures, and displays.

• Plan and schedule calendar(s) based on consultation, resolvecalendaring conflicts, and arrange travel in compliance with unit,university, and sponsor policies.

• Process and monitor routine financial transactions, which mayinclude 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, healthand safety, and other facility concerns within the unit(s); report anyincidents 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. timecards, I9s, and/or faculty affairs support.

• May guide and train student and/or contingent workers includingscheduling, assigning, and prioritizing workloads, setting appropriatedeadlines, and reviewing work for quality and timeliness.

Minimum Education andExperience

High school diploma and three years of administrative experience, orcombination of education and relevant experience.

Knowledge, Skills and Abilities:

• Proficient computer skills and demonstrated experience withoffice software and email applications.

• Demonstrated success in following through and completing routinetasks.

• 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.