Administrative Associate

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. This is a 3-year fixed term position.

About Us

The Stanford Doerr School of Sustainability has a unifying goal of creating a future in which humans and nature thrive together in concert and in perpetuity. The school’s unique three-part structure consisting of departments to drive scholarship and educate students, institutes to innovate across disciplines, and an accelerator to drive policy and technology solutions reimagines how universities can contribute to the planet’s sustainability. We focus on creating knowledge and scaling solutions that benefit our local community and people globally, while also creating a school community that is inclusive of all people. For more information on the school please click here .

Geophysics is a field that integrates geology, mathematics, and physics to understand how Earth works. Geophysicists study Earth processes through a combination of laboratory experiments, computational and theoretical modeling, remote imaging, and direct observation. Research in the Geophysics Department at Stanford has both fundamental and strategic elements, addressing basic scientific and critical societal needs.

The Department of Geophysics is seeking a full-time Administrative Associate, to provide administrative and operational support with limited supervision to the Chair of the department. This position requires experience with outstanding attention to detail, excellent verbal and written communication skills, superb follow-through to ensure that projects are not delayed, and outstanding organizational skills. Stanford experience is a plus. The ideal candidate will enjoy a fast-paced environment, interacting with students, faculty, and staff. This is a 3-year fixed term position, with the possibility of renewal depending on funding.

Your Responsibilities will include:

• Act on behalf of the supervisor in regard to establishing priorities and identifying and resolving problems that are administrative in nature.
• Oversee and/or perform duties associated with scheduling, organizing, and operating complex conferences, seminars, and events, including arranging with 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 travel and handle reimbursements in compliance with unit, university, and sponsor policies.
• Create complex reports and spreadsheets which may utilize specialized software and systems.
• 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.
• Develop and maintain project-specific websites.
• Assist with implementing software packages.
• May lead staff or supervise day-to-day work of student and/or temporary workers, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, reviewing work for quality and timeliness, and providing performance review input.

* – Other duties may also be assigned

* – 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:

• Bachelor’s degree and six to eight years of relevant administrative experience involving the above responsibilities, or combination of education and relevant experience.
• Advanced computer skills and demonstrated experience with office software and email applications. Ability to develop and maintain websites.
• 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 exercise sound judgment routinely and independently in making decisions

In addition, our preferred requirements include:

• Knowledge of Stanford University systems and policies

* – 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.

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.