Deputy Chief of Staff

Location
California, United States
Posted
Monday, 8 February 2021
End of advertisement period
Friday, 9 April 2021
Ref
88303
Contract Type
Permanent
Hours
Full Time

The Hoover Institution is seeking qualified candidates for a full-time Deputy Chief of Staff position. The ideal candidate will have experience supporting high level government officials, is positive, high-energy, motivated, organized and likes to have their hand on the pulse. If you are both strategic and practical, enjoy managing people and day-to-day operations, we encourage you to apply today to support Hoover’s mission. 

A resume and cover letter 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 Deputy Chief of Staff reports to the Chief of Staff of the Hoover Institution and serves as the operations manager leading and managing the Director’s activities and special projects administration under minimal supervision. In this capacity, the deputy acts as second in command in liaising with senior and middle-management staff, senior administrative university offices, and when required, corporate officers throughout the world, the media, and the public sector.

The Deputy oversees the execution of strategic programming decisions and the day-to-day management of the Director’s activities and works in close collaboration with the Chief of Staff and senior leadership on a wide range of administrative activities. The deputy advises senior administrators and academics on matter pertaining to issues related to administrative needs at the highest level of the Director’s Office and often resolves issues proactively.

The Deputy serves as a thought partner to the Chief of Staff and is responsible for creating and maintaining focused attention on pushing forward the Director’s strategic priorities for the Institution. The Deputy brings an excitement for execution of such strategies and a ‘think outside the box’ and ‘think bigger’ mentality. The Director and the Chief of Staff rely heavily on the Deputy’s abilities to anticipate needs, follow-through with their resolution and to keep the Chief of Staff adequately informed of developments. The Deputy has an in-depth understanding of the goals and priorities of the work of the Director’s Office to deal with highly sensitive and confidential information and situations.  

The Deputy manages the logistics for coordinating the Director’s activities, programs, projects, and complicated travel.  Because of the magnitude of these endeavors, the logistics may be challenging, unique, and stressful with changing priorities, such as security issues, complicated foreign regulations and laws, and media attention. The Deputy must be able to adapt quickly in high pressure situations and develop administrative policies where required. The Deputy works with various entities to organize complex travel arrangements for multipurpose trips for the Director and the Chief of Staff and may be required to travel with Director to domestic and international destinations.

CORE DUTIES:

  • Lead the planning and operations for programs or functions that have significant business, regulatory and/or technical challenges requiring subject matter expertise.
  • Evaluate programs or functions, policies and procedures. Identify issues, and develop alternative solutions which may include changes to programs, policies and procedures.
  • Review and analyze trends to advise and develop recommendations to achieve or modify the goals of the program or function.
  • Represent the program or function within the department, unit or school. Commit resources and provide information and/or training. Represent the program or function at the university level and/or to external/internal stakeholders and constituencies.
  • Manage and contribute to the development of outreach strategy that may include relationship development, communications and compliance.
  • Develop and/or oversee budgets; manage finances including monitoring, analyzing, forecasting, and reporting.
  • Assess training needs and may develop associated training.
  • Direct and supervise staff.

* 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:

Bachelor’s degree and five years of relevant experience, or combination of education and relevant experience. Master’s degree or equivalent experience, with a background in Political Science, History, or International Affairs strongly preferred. 

Knowledge, Skills, and Abilities:

  • Demonstrated ability to establish priorities, manage shifting priorities, and handle numerous time-sensitive projects with multiple deadlines.
  • Ability to accomplish goals working through formal and informal channels, with diplomacy and tactfulness.
  • Demonstrated creativity, problem solving, critical analysis, initiative, judgment and, decision-making skills.
  • Demonstrated ability to develop and meet budget goals.
  • Demonstrated solid planning and organizational skills.
  • Demonstrated experience working independently and as part of a team.
  • Excellent interpersonal, written and oral communication skills.
  • Strong relevant subject matter knowledge.
  • Ability to direct the work of others, for jobs requiring supervision.

Desired/Preferred Knowledge, Skills, and Abilities

  • Ability to interact comfortably with high profile individuals and business leaders.
  • In-depth understanding of U.S. government, politics and political landscape.
  • Experience in international diplomacy and cultures around the world.
  • Energy, resilience, and good humor.  

Certifications and Licenses:

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

PHYSICAL REQUIREMENTS*:

  • Constantly perform desk-based computer tasks.
  • Frequently stand/walk, sitting, grasp lightly/fine manipulation.
  • Occasionally use a telephone.
  • Rarely lift/carry/push/pull objects that weigh 11-20 pounds.
  • 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 work on evenings and weekends.
  • Some local, domestic or international travel may be required.
  • Valid passport for international travel.

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.

Additional Information

  • Schedule: Full-time
  • Job Code: 4122
  • Employee Status: Regular
  • Grade: J
  • Department URL: http://www.hoover.org
  • Requisition ID: 88303
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