Administrative Associate

Jun 08, 2017
Institution Type
Four-Year Institution

Stanford University

Administrative Associate

Job Number:

Administrative Associate - Geophysics Are you capable of providing complex administrative or operational support with minimal supervision? Do you have experience scheduling, coordinating, and overseeing conferences, seminars, and major events for a university or organization? Do you have excellent customer service skills? The Geophysics Department in the School of Earth, Energy, and Environmental Sciences is seeking a full time Administrative Associate to support the departmental operations activities of a very active department. The ideal candidate will be highly-motivated, organized, customer-service forward, and detail-oriented. The successful candidate will have an enthusiastic can-do attitude and pleasant demeanor, and the ability to interact well with our current administrative team, faculty, and students in a culturally diverse environment.

The Administrative Associate will be responsible for a wide range of administrative duties, including front-end customer service duties; scheduling and/or coordinating events, seminars, and meetings, including logistics and on-site activity; performing a variety of financial transactions; creating/editing web content; managing departmental equipment and operational logistics; and supporting department activities as needed. We are looking for an Administrative Associate who will work effectively both independently and as part of our team.

All applicants must submit a resume and a one-page cover letter summarizing why they are interested in this position, and their direct experience with the duties as described in the job posting.


  • Act on behalf of the supervisor, department manager, or chair in regards 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 event 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 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.
  • Coordinate and monitor routine maintenance services completion. Plan and coordinate office moves and/or minor renovation projects.
  • 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 Minimum Qualifications: High school diploma and four years of administrative experience, or combination of education and relevant experience.

Knowledge, Skills, and Abilities:

  • Advanced computer skills and demonstrated experience with office software and email applications.
  • Demonstrated success in following through and completing projects.
  • Excellent planning and organizational skills, as well as 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.
  • Demonstrated ability to perform duties with a high level of professionalism, flexibility, discretion, judgment, diplomacy and tact.
  • Ability to routinely and independently exercise sound judgment in making decisions.

Strongly Preferred Qualifications:

  • Familiarity with Stanford University systems, policies, and practices.
  • Proficiency with Microsoft Office applications (Excel, Word) and web content management, and demonstrated ability to learn new computer systems and applications.
  • Experience with event planning.

Physical Requirements:

  • Constantly perform desk-based computer tasks.
  • Frequently sitting.
  • Occasionally stand/walk, reach/work above shoulders, grasp lightly/fine manipulation, grasp forcefully, use a telephone, sort/file paperwork or parts, lift/carry/push/pull objects that weigh up to 40 pounds.
  • Rarely twist/bend/stoop/squat, kneel/crawl
*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 his or her job.

The School of Earth, Energy, & Environmental Sciences

The Stanford School of Earth, Energy, & Environmental Sciences (SE3) develops the knowledge and talent to understand the workings of the planet and to help solve resource and environmental challenges. The School includes a range of disciplines in geosciences, Earth system science, and energy resources engineering, and includes both disciplinary and interdisciplinary educational programs at the undergraduate and graduate levels.

The Department of Geophysics Geophysics (GP) is a field that integrates geology, mathematics, and physics in order to understand how the Earth works. Geophysicists study Earth processes through a combination of laboratory experiments, computational and theoretical modeling, remote imaging, and direct observation.

Experience a culture of excellence. As one of the world's premier research institutions, Stanford University has launched hundreds of initiatives solely for the betterment of humanity. Here, we are committed to fostering a workplace culture that promotes diversity, collaboration and professional growth. We offer career development programs, competitive pay that reflects market trends and benefits that increase financial stability and promote healthy, fulfilling lives.

Stanford is an equal opportunity employer and all qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.

Job: Administration

Location: School of Earth, Energy & Environmental Sciences
Schedule: Full-time
Classification Level:

To be considered for this position please visit our web site and apply on line at the following link:

Stanford is an equal opportunity employer and all qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.


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