Project Administrator

Inside Higher Ed; Palo Alto (CA); On-site; USD 60,000 - 80,000; Full time

Job summary

A leading educational institution in Stanford, California seeks a Project Administrator to provide complex administrative support. Responsibilities include overseeing logistics, managing events, and processing financial transactions. Applicants should be proactive, organized, and possess excellent communication skills. This full-time, fixed-term position offers an engaging environment working closely with research teams.

Qualifications

• 6+ years of administrative experience or equivalent education and experience.
• Proficient in advanced computer skills with office software.
• Ability to prioritize, multi-task, and manage projects effectively.

Responsibilities

• Lead administrative functions and establish priorities.
• Serve as primary logistics planner for research.
• Process financial transactions and monitor budget statements.

Skills

Organizational skills

Analytical skills

Communication skills

Customer service skills

Proactive project management

Education

High school diploma or equivalent

Bachelor’s degree preferred

Tools

Office software

Email applications

Job description

Overview

Join to apply for the Project Administrator role at Inside Higher Ed. Hoover Institution, Stanford, California, United States. Schedule: Full-time. Employee Status: Fixed-Term. Requisition ID: 92467. This is a one-year fixed-term position to provide complex administrative and operational support to the Senior Fellow and to support a Working Group chaired by the Senior Fellow. Applicants should be organized, analytical, and able to interact with a variety of people and job functions.

Responsibilities

• Lead the administrative functions of the research team and establish priorities in collaboration with the supervisor.
• Serve as the primary logistics planner in support of the Research Assistant, who coordinates international and national researchers.
• Act as the primary point of contact for uploading and processing data through key cloud providers (e.g., Amazon Mechanical Turk).
• Process a variety of complex financial transactions; monitor and reconcile budget statements; assist with capital or special equipment requests and vendor selection as needed.
• Create complex reports and spreadsheets, provide analysis and recommendations based on reports.
• Prepare briefing materials, conduct background research for meetings, and represent the supervisor in meetings when appropriate.
• Plan, schedule, and manage complex conferences, seminars, and events within budget; coordinate with vendors and oversee material production and distribution.
• Procure and distribute research materials (digital and physical) to seminar and working group participants.
• Draft documents and correspondence for presentations, grants, conferences, seminars, and reports; edit and fact-check; maintain unit documents and web content.
• Assist with meeting planning and travel arrangements in compliance with unit, university, and sponsor policies, in coordination with the Executive Assistant.
• Note: Duties are examples of typical work and may vary by department or program needs; other duties may be assigned.

Minimum Requirements

Education & Experience: High school diploma and six years of administrative experience, or a combination of education and relevant experience. Bachelor’s degree is preferred.

• Advanced computer skills with office software and email applications.
• Proven ability to follow through and complete projects.
• Excellent organizational skills and attention to detail.
• Excellent verbal and written communication skills.
• Strong customer service and interpersonal skills.
• Ability to prioritize, multi-task, and assign work to others.
• Ability to take initiative and own projects.
• Ability to exercise sound judgment in decision-making.

Preferred Knowledge, Skills, and Abilities

• Experience with Stanford Financial systems.

Certifications and Licenses

• None

Physical Requirements

• Constantly perform desk-based computer tasks; frequently sit.
• Occasionally stand/walk, reach above shoulders, manipulate small objects, and lift up to 10 pounds.
• Rarely twist/bend/stoop/squat; kneel or crawl as needed.
• Reasonable accommodation will be provided to qualified applicants with disabilities as required by law.

Working Conditions

• Occasionally work on weekends and evenings to support research.

Work Standards

• Interpersonal skills: ability to work with Stanford colleagues, clients, and external organizations.
• Commitment to safety and adherence to university policies and procedures, including those in the 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.

How to apply: Please visit the provided link to apply online: https://apptrkr.com/2698423

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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