Administrative Associate

🔍 Doerr School of Sustainability, Stanford, California, United States

📁: Administration

📅   : Jul 25, 2024 Post Date

📅   : 104055 Requisition #

This position is based on Stanford’s main campus with consideration given to the option for a hybrid work schedule (be in-person on campus four days a week and remote for one day), 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 strives to create a future when humans and nature thrive in concert and in perpetuity. The school is made up of a three-part structure to drive global impact: Our academic departments and programs educate students and create new knowledge across areas of research that are crucial for advancing the long-term prosperity of the planet and people; Institutes bridge scholarship at Stanford and beyond, bringing multiple viewpoints to bear on urgent challenges; The Sustainability Accelerator drives new policy and technology solutions through a worldwide network of partners who work with our teams to develop solutions at a global scale. The school is dedicated to creating and supporting a diverse, equitable, and inclusive environment, and to creating solutions that benefit all people, particularly those most affected by environmental damage and climate change.

For more information on the school, click here.

The Stanford Center for Ocean Solutions (COS) is an interdisciplinary program of the Stanford Woods Institute for the Environment. COS capitalizes on Stanford’s deep expertise in ocean science and in the many other disciplines crucial to solving ocean problems including engineering, computer science, political science, design, and business.

For more information about COS, click here.

The Center for Ocean Solutions is seeking an Administrative Associate to provide administrative, operational, and financial support to the team working under limited supervision. COS is a dynamic research center focusing on innovative and solutions-oriented research to improve the health of the oceans. We are looking for an outstanding Administrative Associate to join our team and support the faculty, researchers, and staff. If you are highly motivated, up for a challenge, and effective at organizing and completing tasks, this position may be the right career opportunity for you!

Your Responsibilities will include:

Plan and schedule calendar(s) with limited consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
Submit administrative and financial expenses reimbursements and work with spreadsheets which may utilize specialized software and systems.
Oversee and/or process a variety of complex financial transactions; may assist with material and supplies requests and/or vendor selection.
Oversee and/or perform duties associated with scheduling, organizing, and operating conferences, seminars, and events, including arranging with vendors for services, overseeing the production and distribution of materials, administering logistics, and managing events within budget.
Compose and draft documents and correspondence for presentations, course handouts, grants, conferences, seminars, and reports; perform substantial editing and fact checking. Create, maintain, modify, and/or ensure accuracy of content in various unit documents, displays, reports, brochures, social media, and/or websites.
Coordinate and monitor routine maintenance services completion. Plan and coordinate office updates and/or minor renovation projects.

- 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.

To be successful in this position, you will need:

Education & Experience:

High school diploma and four years of administrative experience, or combination of education and relevant experience.

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.

Certifications and Licenses:

None

In addition, our preferred qualifications include:

Efficiently manage and organize executive calendars.

● Experience planning and coordinating a wide variety of events.

● Tackle issues proactively and provide effective solutions.

● Adapt to changing situations and handle unexpected challenges.

● Basic knowledge of financial transactions and experience working with Excel.

● Knowledge of Stanford University systems and policies.

* - 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 the job.

The expected pay range for this position is $33.17 to $43.75 per hour.

Stanford University provides pay ranges representing its good faith estimate of what the university reasonably expects to pay for a position. The pay offered to a selected candidate will be determined based on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, geographic location, and external market pay for comparable jobs.

At Stanford University, base pay represents only one aspect of the comprehensive rewards package. The Cardinal at Work website (https://cardinalatwork.stanford.edu/benefits-rewards) provides detailed information on Stanford’s extensive range of benefits and rewards offered to employees. Specifics about the rewards package for this position may be discussed during the hiring process.

How to Apply

We invite you to apply for this position by clicking on the “Apply for Job” button.

Stanford is an equal employment opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law. Stanford welcomes applications from all who would bring additional dimensions to the University’s research, teaching, and clinical missions.

Consistent with its obligations under the law, the University will provide reasonable accommodations to applicants and employees with disabilities. Applicants requiring a reasonable accommodation for any part of the application or hiring process should contact Stanford University Human Resources by submitting a contact form.

Additional Information