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.
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Seeking Administrative Associate
The Precourt Institute for Energy is seeking an exceptional candidate to serve as an Operations Associate. This position will be responsible for providing general operational administrative support, travel reimbursements, reimbursement processes, and financial transactions. Our ideal candidate will have a strong combination of interpersonal, organizational, customer service, and communication skills.
Core duties include but are not limited to the following:
- Facilitate and organize meetings and workshops.
- Manage meeting and event logistics including reservations, registrations, room scheduling, catering, signage, and materials.
- Calendar planning and management, resolving scheduling conflicts.
- Process and reconcile financial transactions including travel expense reports, reimbursements, purchasing, and contracts.
- Oversee P/T-card use and resolve any discrepancies.
- 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.
- Contribute to event logistics and facilities management as part of the administrative events support team.
- Perform other duties as assigned to support the unit's operational needs.
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 qualifications include:
- Knowledge of Stanford University systems and policies.
- Experience planning and coordinating a wide variety of events.
- Ability to take initiative and ownership of projects and independently exercise sound judgment in making decisions.
How to Apply
We invite you to apply for this position by clicking on the “Apply for Job” button.
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.
