Administrative Associate

This position has been deemed critical by the Stanford Doerr School of Sustainability Dean’s Office and is exempt from the hiring pause.

For the first 10 days of the job posting, we will be reviewing internal applicants only.

This position is based on Stanford’s main campus and will be on site 5 days a week, with no work from home option. 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 community with the richness of experience and background needed to create solutions that benefit all people, particularly those most affected by environmental damage and climate change.

For more information on the school, click here.

The Dean’s Office serves as a hub for achieving the mission of the school and a coordinating team for both internal and external stakeholders. Reporting to the Chief of Staff this position requires advanced administrative support experience to effectively handle the complex management of projects, tasks, and staff calendars/schedules in the Dean’s Office. As an experienced Administrative Associate, you should be comfortable managing multiple complex meeting schedules and calendars, be highly organized, extremely detail oriented, and be able to multi-task with ease. In this position, you will be expected to demonstrate sound judgment, professional etiquette, and exceptional problem-solving skills. In addition to having a “can-do” attitude and pleasant demeanor, you must have excellent communication skills that will allow you to interact with a diverse group of people. We are looking for someone who works well in a team environment and has a good sense of humor!

If you are a highly motivated administrator looking for an opportunity to have significant impact on the challenges the Stanford Doerr School of Sustainability is looking to address, this might be the right opportunity for you!

Your Responsibilities will include:

• Greet visitors and route them to appropriate individuals, answer phones, and serve as a resource on unit procedures and general inquiries.
• Coordinate and monitor routine maintenance services completion. Plan and coordinate office moves and/or minor renovation projects.
• Provide support to the general operations of the Dean’s Office.
• Serve as back-up for other administrative team members.
• Maintain and coordinate multiple complex meeting schedules/calendars with limited consultation: reserve rooms, arrange for catering, prepare agendas and handouts, ensure all technology needs are met.
• Resolve calendaring conflicts.
• Arrange travel in compliance with unit and university policies.
• Create complex reports and spreadsheets which may utilize specialized software and systems.
• Perform duties associated with scheduling, organizing, and operating meetings, 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.
• Oversee and/or process a variety of complex financial transactions; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies. May assist with capital or special equipment requests and/or vendor selection.

* 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.