Administrative Associate

Stanford University

Administrative Associate

Job Number:

Administrative Associate 3

The Emmett Interdisciplinary Program in Environment and Resources (E-IPER) is looking for a talented Administrative Associate to join our team. The Administrative Associate plays an integral role in supporting the efforts of E-IPER's graduate students, whose work addresses some of the world's most pressing environmental and resource sustainability challenges. We are seeking an adaptable, self-possessed, and organized Administrative Associate who enjoys providing friendly and efficient support to staff, students and faculty, while managing a variety of office duties.

The Administrative Associate will be responsible for a wide range of administrative duties, including planning, scheduling, organizing, and complex events; front-end customer service duties; performing a variety of financial transactions; coordinating travel; creating/editing documents and web content; managing equipment, supply 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.

    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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