Administrative Associate

This position is based on Stanford’s main campus and is onsite. 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 new school please click here .  

The 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! 

Your Responsibilities will include:  

• • 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.
  • 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.

* – 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:

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

In addition, our preferred requirements include:

• • Prior work experience at Stanford University is strongly preferred.
  • Demonstrated extensive high-level administrative experience supporting executive level individuals.
  • Demonstrated ability to act with tact and maintain confidentiality.
  • Advanced experience working with Google Docs and Smartsheet and managing large meetings via Zoom.

* – 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.