Development Assistant

About the role

The Hoover Institution at Stanford University is seeking a full-time Development Assistant. To ensure your application information is captured in our official files for immediate access to your resume and cover letter, you must apply to Stanford Careers and in the key word search box, indicate Requisition#: . A cover letter and resume are required for full consideration.

Core duties

• Act on behalf of the Regional Directors of Major Gifts in regards to establishing priorities and identifying and resolving problems that are administrative in nature.
• Oversee and/or perform duties associated with scheduling, organizing, and operating complex conferences, seminars, and events, including arranging with vendors for services, overseeing the production and distribution of materials, administering logistics, and managing event within budget in coordination with the events department at Hoover Institution.
• Create, maintain, modify, and/or ensure accuracy of content in various unit documents, displays, reports, brochures, social media, and/or websites.
• Plan and schedule calendar(s) with limited consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
• Create complex reports and spreadsheets which may utilize specialized software and systems, including both Hoover and Stanford development database systems and online research to assist in the expansion and stewardship of multiple regions.
• Oversee and/or process a variety of complex financial transactions; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies on a weekly basis. This includes reimbursements and travel related expense reports, credit transactions, and purchase requisitions.
• Cook up and coordinate routine maintenance services completion.
• Plan and coordinate office moves and/or minor renovation projects.

Additional core duties

• Execute follow up mailings and interface appropriately via email, phone and in person with a wide range of constituents, both internal and external to the institution, including donors, Board members, prospects, directors, fellows, staff, etc.
• Order and maintain office supplies, stationery, office equipment, publications and other items needed to enable Regional Directors of Major Gifts to efficiently perform their job.

Qualifications

• Education & Experience: High school diploma and four years of administrative experience, or combination of education and relevant experience. B.A. degree highly preferred.
• Knowledge, Skills And Abilities: Advanced computer skills and demonstrated experience with office software and email applications. Demonstrated success in following through and completing projects. Excellent organizational skills and attention to detail. Strong verbal and written communication skills. Excellent customer service and interpersonal skills. Ability to prioritize, multi-task, and assign work to others. Ability to take initiative and ownership of projects. Ability to routinely and independently exercise sound judgment in making decisions.

Physical requirements

• Constantly perform desk-based computer tasks.
• Frequently sitting.
• Occasionally stand/walk, reach/work above shoulders, grasp lightly/fine manipulation, grasp forcefully, use a telephone, sort/file paperwork or parts, lift/carry/push/pull objects that weigh up to 20 pounds.
• Rarely twist/bend/stoop/squat, kneel/crawl.

Working conditions

May work extended hours, evenings or weekends. May travel for events, including occasional overnight travel.

Pay Range

The expected pay range for this position is $39.20-$45.56 per hour.