Administrative and Operations Associate

This position is based on Stanford’s main campus with consideration given to the option for a hybrid work schedule (partially onsite and offsite), subject to operational need. Interested candidates must include a resume and cover letter to be considered for this position.

Applicants must be authorized to work for any employer in the U.S. We are unable to sponsor or take over sponsorship of an employment VISA.

About Us
The Stanford Doerr School of Sustainability has a unifying goal of creating a future in which humans and nature thrive together in concert and in perpetuity. The school's unique three-part structure consisting of departments to drive scholarship and educate students, institutes to innovate across disciplines, and an accelerator to drive policy and technology solutions reimagines how universities can contribute to the planet's sustainability. We focus on creating knowledge and scaling solutions that benefit our local community and people globally, while also creating a school community that is inclusive of all people.

For more information, please click here.  

Precourt Institute for Energy
The mission of Stanford University’s Precourt Institute for Energy is to spark the creativity, collaboration, learning, and leadership needed for the global energy transformation. The initiatives, research centers and programs of the Precourt Institute fund research at Stanford with the potential to solve the toughest energy challenges from science and engineering to policy and economics. The institute disseminates the achievements of the wider Stanford ENERGY community. The institute sponsors courses and a postdoctoral program, and it supports Stanford students interested in energy. The Precourt Institute works with industry, entrepreneurs, and policymakers for the deployment of Stanford solutions.

Seeking Administrative and Operations Associate
The Precourt Institute for Energy is seeking an exceptional candidate to serve as an Administrative and Operations Associate with an emphasis on personnel, operations and academic staff support. This position encompasses five core areas: personnel and academic staff, website maintenance, convening management, complex financial transactions and processing, administrative and operational functions, and data systems. Our ideal candidate will have a strong combination of interpersonal, organizational, customer service, and communication skills, can manage personnel and academic staff requests, and can support workflow automation and data management systems using tools like Smartsheet.

Core duties include but are not limited to the following:

Staff Personnel and Faculty Affairs

• Provide administrative support for faculty affairs, including coordinating and processing appointments for Visiting Scholars, Academic Staff - Researchers, and faculty Fellows
• Support hiring and onboarding for benefitted staff, students, summer/temporary employees, and contingent hires
• Manage International Visas 
• Work in partnership with academic departments including on external appointments, appointment extensions and salary increases.
• Documenting debrief decisions and next steps, and provide meeting setup and technical support throughout the hiring process

Website Maintenance & Data Systems 

• Maintain and update approved website content in Drupal, including editing pages.
• Design and maintain data management systems and workflow automations using platforms such as Smartsheet to support departmental operations.

Convening Support

• Contribute to convening execution including vendor services, catering, venue sourcing, hotel block reservations, parking, and transportation.
• Prepare and produce event material.
• Handle travel logistics.
• Provide dedicated support for Initiative/Program convenings.
• Provide on-site support including managing registration desks, serve as liaison for vendors, assisting attendees, facility setup and cleanup, and fulfilling assigned event roles as needed.

Financial Transactions

• Process and reconcile financial transactions including verications, reimbursements, purchase orders and requisitions, and travel.
• Process complex financial transactions; research, identify, and resolve discrepancies.
• Secure all required documentation and supporting materials such as travel itineraries, resolve discrepancies, and address compliance questions to support timely and accurate processing.

Administrative & Operations Support

• Provide administrative and operational support including drafting communications.
• Serve as a knowledgeable resource for departmental processes and university policies, respond to inquiries, and coordinate with internal teams to support day-to-day departmental operations.
• Perform other administrative duties as assigned to support Program/Initiative or department needs.

* - 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.