Administrative Program Coordinator

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 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, 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, and it engages stakeholders at events like the Global Energy Forum.

Explore Energy

Explore Energy is the student engagement and energy education program of the Precourt Institute for Energy. Its mission is to enhance and amplify the Stanford student experience around energy, serving all students interested in the field—regardless of year, major, or background. Acting as a central hub for a growing community dedicated to advancing energy transitions, the program provides students with a toolbox of resources and personalized connections to a wide range of opportunities, drawing on both its own initiatives and a network of on- and off-campus partners.

Technology Transfer for Defense

Technology Transfer for Defense (TT4D) is a pioneering Stanford program that transitions academic technologies from the lab to the marketplace and transitions emerging technology products into defense capabilities. The TT4D Program leverages its deep defense networks to align cutting-edge technology and products with critical national security challenges. The TT4D Program also serves as a forum for gathering government personnel (i.e., operators, engineers, researchers, and scientists), industry personnel (i.e., entrepreneurs, innovators, companies), and university academics to collaborate on solving the nation’s toughest challenges. TT4D is also establishing an accelerator platform to further advance student prototypes post-course. 

Seeking Administrative Program Coordinator 

The Precourt Institute for Energy is seeking an exceptional candidate to serve as an Administrative Program Coordinator to support two programs within the Precourt Institute: Explore Energy and Technology Transition for Defense Program. The assignment time for responsibilities will be split for each program.

For Explore Energy, responsibilities include:

• Develop and coordinate 30 high caliber Explore Energy seminars per year.
• Organize off-campus field trips.
• Manage on-campus learning opportunities.
• Provide professional planning for student engagement and event management.
• Offer administrative and operational support with limited supervision.
• Handle evaluation responsibilities for events and programs.

For the Technology Transitions for Defense Program, responsibilities include: 

• Facilitate and organize meetings and workshops.
• Manage logistics for reservations, registrations, room scheduling, catering, signage, and materials.
• Provide support during sponsor visits and events.
• Calendar planning and management, resolving scheduling conflicts.
• Process travel reimbursements and monitor financial transactions.
• Review invoices for accuracy and compliance with policies.
• Arrange travel for directors, sponsors, and visitors.
• Distribute routine communications such as memos, notices, emails, and letters.
• Contribute to report preparation, including data entry in spreadsheets.
• Maintain and update approved website content.
• Enter data into reports, tables, and spreadsheets.
• Greet and assist visitors, directing them as needed.
• Serve as a knowledgeable resource for unit procedures and inquiries.

Core duties include but are not limited to the following:

• Oversee and/or perform duties associated with scheduling, organizing, and co-hosting seminars and events, including coordination of 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.
• Plan and schedule calendar(s) with limited consultation, resolve calendaring conflicts, and arrange group travel in compliance with unit, university, and sponsor policies.
• Create reports and spreadsheets, which may utilize specialized software and systems used by the University.
• Oversee and/or process a variety of financial transactions associated with multiple funding sources and co-sponsors that each have dedicated financial administrators.
• Coordinate on student engagement and outreach with Explore Energy’s program team, including its student Peer Advisors.
• Supervise and lead staff or temporary workers.
• Act on behalf of the supervisor to prioritize tasks and solve administrative issues.
• Organize complex conferences, seminars, and events, including logistics, materials, and budget management.
• Additional duties as assigned.