Administrative 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 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; 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.

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Precourt Institute for Energy

As part of the Stanford Doerr School of Sustainability, the Precourt Institute for Energy concentrates the talents of the University on energy research and education, from basic science and technology to policy and business. We disseminate research results and help the University develop energy-literate leaders as part of its educational mission. We work across campus in all seven of Stanford’s schools.  We also build collaborations globally with industry, other research institutions, government, and civic organizations in pursuit of sustainable, affordable, secure energy for all people.

Aqueous Battery Consortium 

The Aqueous Battery Consortium is a large group of scientists from 15 research institutions seeking to invent a reliable, safe, environmentally sustainable, long-lasting, and inexpensive battery powerful enough to support a local electricity grid. The U.S. Department of Energy funds this new research project, which is led by Stanford University and SLAC National Accelerator Laboratory. The Aqueous Battery Consortium is administered by Stanford's Precourt Institute for Energy.

Seeking Administrative Associate, Aqueous Battery Consortium

The Precourt Institute for Energy is seeking an organized and detail-oriented candidate to serve as the Administrative Associate for the Aqueous Battery Consortium. In this role, the Administrative Associate will support the director and facilitate various operational tasks that are essential to the organization’s success. This includes ensuring that all necessary materials are prepared and available for meetings and conferences, as well as managing the logistics that enable effective collaboration among team members. The ideal candidate will possess strong communication skills, the ability to prioritize effectively, and a proactive approach to problem-solving. They will thrive in a fast-paced environment, demonstrating adaptability and resourcefulness while contributing to the smooth operation of the team. The Administrative Associate will also play a key role in fostering an organized work environment that enhances productivity and supports the consortium's strategic objectives.

Responsibilities include:

• Provide administrative and operational support with limited supervision.
• Collect and organize presentations for meetings and conferences, ensuring all materials are complete and available on time.
• Arrange and schedule various meetings, including regular staff meetings and the annual conference.
• Manage calendars and logistics to facilitate effective participation in meetings.
• Process reimbursement requests by verifying documentation and ensuring timely payments.
• Assist the director with administrative tasks, including preparing reports and managing correspondence.
• Handle travel logistics, including booking flights and accommodations, and prepare detailed itineraries.

Core duties include but are not limited to the following:

• Respond to inquiries and determine and take appropriate action as required. Serve as a resource regarding a defined set of policies and procedures.
• Perform duties associated with scheduling, organizing, and operating conferences, seminars, and events, including recommending vendors for services, overseeing the production and distribution of materials, coordinating logistics, and serving as liaison with internal and external vendors.
• Draft and/or generate routine communications; coordinate production (formatting, copying, etc.) and dissemination of documents, such as presentations, course handouts, grant proposals, conference and seminar materials, complex reports, brochures, and displays
• Plan and schedule calendar(s) based on consultation, resolve calendaring conflicts and arrange travel in compliance with unit, university, and sponsor policies.
• Process and monitor routine financial transactions, which may include researching and resolving discrepancies.
• Maintain office supplies and equipment; obtain vendor quotations, as needed. Coordinate office moves.
• May serve as the point of contact for general maintenance, health and safety, and other facility concerns within the unit(s); report any incidents or potential safety problems to appropriate representatives. Track completion of required training.
• Maintain approved content on websites.
• May perform human resources transactional support, e.g. time cards, I9s, and/or faculty affairs support.
• May guide and train student and/or contingent workers including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, and reviewing work for quality and timeliness.