Administrative Associate, Faculty Support Services

The Graduate School of Education is seeking a full-time Administrative Associate to provide detailed, diversified support for GSE faculty, research initiatives, and affiliated programs. This role supports faculty effectiveness by coordinating complex academic, research, and operational activities; maintaining accurate records and systems; and ensuring that projects progress in alignment with established timelines, policies, and institutional standards.

Note: This is a 1-year fixed term position that may be renewed subject to funding and operational need. Interested applicants should include a resume and cover letter describing why they are interested in this position at this stage in their career.

**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 Graduate School of Education (GSE) is dedicated to solving education's greatest challenges. Together, we envision a world where all learners are prepared to thrive in a dynamic future. Through rigorous research, model training programs and partnerships with educators worldwide, we're pursuing equitable, accessible, and effective learning for all. The GSE is a top-ranked school of education, known for its prestigious faculty, rigorous graduate degree programs, and its impact on the quality of education across the world. The GSE is committed to developing leaders in education research, practice and policy. Our community includes over 60 faculty, 400 students, 270 staff, 14,000 alumni and countless individuals from the local and global communities that we work with and impact. 

POSITION SUMMARY

At the Administrative Associate 3 level with the Graduate School of Education, incumbents are expected to manage complex and evolving workloads, set priorities thoughtfully, and make day-to-day decisions that support faculty/program effectiveness and operational continuity. Work is performed with limited supervision, requiring sound judgement in assessing urgency, anticipating needs, and resolving routine issues independently while escalating more complex or sensitive matters as appropriate. 

Given the nature of work, Administrative Associates regularly handle sensitive academic, research, or operational information and are expected to exercise discretion and maintain confidentiality at all times. The role also requires professionalism in communication and interaction with faculty, colleagues, and external partners.

Administrative Associates are active contributors to a collaborative team environment and are expected to engage constructively with peers, share knowledge, and support continuous improvement of administrative practices. The role requires an understanding of how individual responsibilities connect to faculty and student success, research quality, and the broader mission of the Graduate School of Education, and it is carried out with a strong sense of accountability, reliability, and service.

CORE DUTIES

Faculty and Academic Support:

• Provide comprehensive administrative support to assigned faculty, lecturers, and research initiatives, enabling progress on teaching, research, and programmatic obligations.

• Manage complex calendars, scheduling priorities, and meeting logistics; anticipate conflicts and resolve issues independently when possible.

• Draft, edit, format, and maintain academic and administrative materials including correspondence, reports, presentations, course materials, and internal documentation.

• Coordinate faculty travel, reimbursements, payments for visitors and speakers, and procurement of supplies and services in accordance with university policies.

• Serve as an informed point of contact for faculty, visitors, and collaborators, responding to inquiries with professionalism and discretion.

Project Coordination and Administrative Operations

• Provide project coordination support for multifaceted initiatives by tracking timelines, deliverables, and milestones.

• Prepare and organize internal and external-facing materials to support communication, documentation, and reporting needs.

• Support background research and information gathering to inform academic or operational work, including literature reviews or archival materials as needed.

• Maintain organized records, shared files, and documentation to ensure continuity, transparency, and accessibility.

• Support future planning by monitoring project progress, identifying dependencies, and flagging issues or risks.

Communications and Information Management

• Maintain and update external-facing and internal materials (e.g., websites, shared resources, reports) to ensure accuracy, consistency, accessibility, and alignment with established standards.

• Support the preparation of materials intended for public or stakeholder audiences, including editing for clarity, organization, and effective communication.

• Manage version control and ensure that published or shared materials reflect current and approved information.

Meetings, Events, and Convenings

• Provide administrative and logistical support for meetings, events, and convenings, including scheduling, agenda preparation, note-taking, and follow-up tracking.

• Develop and maintain project management tools (e.g., timelines, task lists) to support effective planning and execution.

• Coordinate across stakeholders to ensure clear communication, alignment on deliverables, and timely completion of tasks.

Research, Analysis, and Reporting Support

• Support the development of analytical and narrative reports by compiling information, synthesizing content, and organizing findings.

• Assist with the creation of data summaries and visualizations to support clear and effective communication.

• Contribute to peer review, editing, and design of reports and resources to enhance usability and readability.

Financial and Operational Administration

• Process, track, and reconcile complex financial transactions in accordance with university policies and procedures.

• Prepare reports and spreadsheets using standard office and institutional systems.

• Coordinate vendor interactions, purchasing, and expense tracking related to administrative and programmatic activities.

• Maintain accurate operational records and support audit-ready documentation practices.