Portfolio Specialist

Stanford University; Palo Alto (CA); On-site; USD 95,000 - 125,000; Full time

Job summary

Hoover Institution in Palo Alto seeks a Portfolio Specialist to support the Institutional Programming and Engagement team in architecting, launching, and delivering research projects and fellowships. You will manage speaker/participant logistics, budgets, data analysis, and cross‑functional collaboration across Hoover and Stanford University.

Reporting to the Executive Manager, you will oversee program activities, monitor expenses, and implement policy procedures while supporting outreach,

Qualifications

• Bachelor’s degree and three years of relevant experience (or combination).
• Experience with program management in academic/policy contexts is preferred.
• Strong writing and communication skills.
• Budget oversight and financial monitoring experience is a plus.

Responsibilities

• Independently implement, administer and evaluate day-to-day activities of the unit, function or program.
• Collect and analyze data, create reports, review trends; evaluate solutions to achieve goals.
• Analyze and interpret policies; develop, revise and implement procedures for the program.
• Represent the program as the key contact; train and provide information to stakeholders.
• Organize outreach activities, plan events and conferences; develop communications.

Skills

Highly organized

Excellent communication

Prioritize & multi-task

Initiative & ownership

Team collaboration

Policy analysis

Education

Bachelor’s degree

3 years relevant experience

Tools

Oracle Financial

HubSpot

Survey Monkey Apply

Microsoft Office

Google Suite

Job description

The Portfolio Specialist supports the Institutional Programming and Engagement (IPE) team in architecting, launching, and delivering the research projects, programs, and fellowships that advance the Hoover Institution's mission, policy relevance, and scholarly impact. IPE partners with Senior Fellows and the Director's office to bring Fellow-led work to life, providing innovative and thoughtful approaches that extend the reach of the research and policy efforts our Fellows undertake. The work is fast-paced, detailed, and collaborative, and the team adapts readily to shifting program management needs.

Reporting to the Executive Manager of Institutional Programming and Engagement, the Portfolio Specialist manages programs from inception through conclusion, including speaker and participant management, logistics, and budgeting. The role oversees and administers research activities by evaluating programs, making recommendations that inform policies and programs, and coordinating and implementing changes. This includes collecting and analyzing data, creating reports, and reviewing trends to determine program effectiveness, and formulating and evaluating alternative solutions to achieve program goals. The Portfolio Specialist monitors program expenses, budgets, and finances, and makes funding recommendations based on program spend, while also analyzing and interpreting policies and developing, revising, and implementing procedures for the program or function.

The role serves as a key contact and subject matter expert for the program or function within the department, unit, or school, developing communications for internal and external constituencies. This includes organizing and participating in outreach activities such as events, partnerships, fundraising, training, and conferences, as well as leading workshops and facilitating meetings. The Portfolio Specialist supports cross-functional communication and collaboration across Hoover, Stanford University, and through external engagement activities, and may oversee and train student workers.

Hoover is a results-focused work environment. The successful candidate brings the drive, organizational skills, and charisma to advance programs in line with Hoover's mission and research priorities, and is self-directed, organized, and accountable in dynamic, highly collaborative settings. Positivity, resilience under pressure, and strong problem-solving skills are essential, as is consistent energy and humility as a member of the team. A background in program management with an academic or policy focus that supports the creation, growth, and delivery of impactful programs is ideal; program management experience, strong writing skills, and budget oversight are preferred but not required.

Resume and cover letter are required.

Additional Core Duties:

• Manage programs from inception through conclusion. Manage programs including speaker management, participant management, logistics, budgeting, etc.
• Oversee and administer research activities by evaluating programs, making recommendations that impact policies and programs, and coordinating and implementing changes.
• Monitor expenses, budgets, and finances of the program. Make recommendations on funding based on program spend.
• Analyze and interpret policies; develop, revise and implement procedures for program or function.

• May oversee and train student workers.

Preferred Knowledge, Skills, and Abilities:

• Highly organized with keen attention to details: ability to produce high-quality work; ability to set timelines, map milestones, and meet deadlines.
• Demonstrated success in managing programs from inception to completion. Ability to prioritize and manage multiple projects and programs with competing priorities and deadlines.
• Excellent interpersonal and communication skills (both orally and written) with the ability to work effectively with staff, Hoover scholars, donors, and overseers. Knowledge of protocol using sound judgement and discretion when working with individuals from areas of academia, business, and government.
• Demonstrated ability to work both collaboratively as a member of a professional team and independently. Strong collaborative and relationship-building skills; ability to interact comfortably and work effectively with a variety of individuals to accomplish assigned tasks, including senior administrators, Hoover fellows, staff, donors and university officials.
• Proficient in Internet web technologies and applications, including Microsoft Office and Google Suite
• Ability to direct the work of others, for jobs requiring supervision.
• Knowledge of Stanford’s Oracle Financial system a plus.
• Knowledge of HubSpot and Survey Monkey Apply a plus

Responsibilities

Core Duties:

• Independently implement, administer and evaluate day-to-day activities of the unit, function or program by identifying and executing tasks and objectives, making recommendations that impact policies and programs, and assigning resources to achieve the goals of the program.

• Collect and analyze data, create reports, review and explain trends; formulate and evaluate alternative solutions and/or recommendations to achieve the goals of the program or function.

• Analyze and interpret policies; develop, revise and implement procedures for program or function.

• Represent the program or function as the key contact and subject matter expert within the department, unit or school. Commit resources and provide information and/or training. May also represent the program or function to external/internal stakeholders and constituencies.

• Organize and/or participate in outreach activities that may include developing communications and training, planning/promoting events and/or conferences.

• May participate in development of budgets, monitor, and approve expenditures. May perform limited forecasting and provide recommendations that determine the budget.

• May direct staff to perform various tasks and assignments. May also supervise staff.

Minimum Education andExperience

Bachelor’s degree and three years of relevant experience, or combination of education and relevant experience.

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.