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NPL Program Administrator

Stanford University

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Administrative Jobs
Technology, Analysts & Programming
Employment Type
Full Time
Institution Type
Four-Year Institution

Job Details

NPL Program Administrator
School of Engineering, Stanford, California, United States

Schedule: Full-time
Job Code: 4104
Employee Status: Regular
Grade: G
Requisition ID: 94127

Stanford Engineering has been at the forefront of innovation for nearly a century, creating pivotal technologies that have transformed the worlds of information technology, communications, health care, energy, business and beyond. Our faculty and students are creative risk-takers who pursue excellence across a breadth of disciplines. Our alumni include some of the world's most successful leaders in technology and business. Our staff are critical to enabling Stanford Engineering to accomplish its mission: seeking solutions to some of the world's most urgent challenges and educating leaders who will make the world a better place through the power of engineering principles, techniques, and systems.

The Department of Mechanical Engineering

Mechanical Engineering is one of the largest departments in Stanford's School of Engineering, with over 40 faculty and roughly 800 undergraduate, masters, and doctoral students. The department is consistently ranked in the top group of all mechanical engineering departments in the nation. Our faculty members work in five major research groups that reflect the department's focus and methodologies. Our philosophy is simple: We push the limits of the possible - the ultra-efficient and hyper-fast, the maximally enduring and most sustainable, the fully autonomous and the super-controlled. We employ a range of methodologies: design thinking, computational simulation, control systems and multi-scale approaches that range from the nanoscale to complex biological and mechanical systems.

The Nanoscale Prototyping Laboratory (NPL) at Stanford creates, models, and prototypes nanoscale structures to understand the physics of electrical energy conversion and storage. Director Prof. Fritz Prinz works closely with his team of graduate students, postdoctoral scholars, research associates and visiting faculty to explore, prototype and test, and publish their results. Members of the NPL Affiliate Program have the opportunity to work directly with the lab and participate in research focus groups, workshops and other specialized events.

The Mechanical Engineering Design Group seeks a personable, organized, detail-oriented and flexible administrator to join the NPL team. Reporting to Prof. Prinz, the NPL Program Administrator manages multiple simultaneous projects in a fast-paced environment. Do you have a gift for organization, excellent writing skills, superior attention to detail, and a love of working with people? You may be the right fit to join our team.


Your responsibilities include:

  • 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.
  • Manage Professor's busy Outlook calendar, 6-8 months in advance, scheduling appointments, interviews, conference calls of up to 20 people, in-person meetings and travel. Resolve calendaring conflicts and oversee the production and distribution of materials, administering logistics, and managing event within budget.
  • Support extensive domestic and international travel: reservations, itineraries, reimbursements, coordination with others.
  • Facilitate communication: screen/respond to most of the Professor's email; compose correspondence for Professor's signature; edit articles, proposals, correspondence. Create, maintain, modify, and/or ensure accuracy of content in various unit documents, displays, reports, brochures, social media, and/or websites.
  • Manage Affiliates Program: interface with current and potential affiliates, plan visits & activities; process fees; monitor finances.
  • Manage NPL: process appointment forms and visa-related actions for all Lab personnel; coordinate annual performance appraisal process; ensure salary accounts are up-to-date; promptly attend to facilities issues
  • Support research, working closely with Research Administrator to comply with all rules and regulations of funding agencies.
  • Plan events (scheduling, venue, catering, equipment, etc.) for committee meetings, colleague and partner visits, project reviews, workshops, etc.
  • 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.
  • Help students, faculty and staff regarding NPL policies and procedures
  • Support courses: prepare handouts, arrange guest lectures, coordinate Course Assistant appointments.
  • Maintain Professor's CV, publications list, journal files, web site, Annual Faculty Report, customized bios.
  • Ensure all purchasing and IT needs are handled in a timely manner.
  • Respond to inquiries, taking appropriate action.
  • Flexibility in completing assigned duties.
  • Positions at this level also include one or more of the following duties:

  • In conjunction with financial lead and/or principal investigator, assist with sponsored project research proposal submissions and post award administration.
  • Responsible for leading the administrative functions of a program or unit.
  • Perform human resources transactional support and/or faculty affairs support; coordinate or manage the visa process.
  • Serve as building coordinator.
  • Oversee or supervise day-to-day work of other administrative or support staff, student and/or temporary workers, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, reviewing work for quality, timeliness, and providing performance review input.

To be successful in this position you will bring:

  • A high school diploma and six years of administrative experience, or a combination of education and relevant experience
  • Demonstrated proficiency with Word, Excel, calendaring, web navigation and research, and email applications
  • Enjoyment of handling multiple simultaneous projects; ability to ensure progress on all projects to meet or beat deadlines
  • Excellent organizational skills, attention to detail, initiative, follow-through
  • Success in event design/management
  • Ability to thrive in a dynamic environment, and maintain good humor and flexibility amid shifting priorities and changing plans
  • Impeccable verbal and written communication skills
  • Excellent customer service and interpersonal skills

In addition, preferred requirements include:

  • A Bachelor's Degree in English, History or other field requiring excellent written and verbal communication.
  • Experience with Stanford policy, procedures, and Stanford Oracle Financials.

* - 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.

Why Stanford is for You

Imagine a world without search engines or social platforms. Consider lives saved through first-ever organ transplants and research to cure illnesses. Stanford University has revolutionized the way we live and enrich the world. Supporting this mission are our diverse and dedicated 17,000 staff members. We seek talent driven to impact the future of our legacy. Our culture and unique perks empower you with:

  • Freedom to grow. We offer career development programs, tuition reimbursement, or audit a course. Join a TedTalk, film screening, or listen to a renowned author or global leader speak.
  • A caring culture. We provide superb retirement plans, generous time-off, and family care resources.
  • A healthier you. Climb our rock wall or choose from hundreds of health or fitness classes at our world-class exercise facilities. We also provide excellent health care benefits.
  • Discovery and fun. Stroll through historic sculptures, trails, and museums.
  • Enviable resources. Enjoy free commuter programs, ridesharing incentives, discounts and more!

*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.

*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.

How to Apply

We invite you to apply for this position by clicking on the “Apply for Job” button. To be considered, submit a cover letter and resume along with your online application. Your one-page cover letter should briefly describe your background in administration and provide examples of your experience with executive-level support, event management, responsiveness, and flexibility.

Thank you for your interest!

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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Change the world. And yourself.

Stanford University has changed the world, over and over again.

We are one of Silicon Valley's largest employers - and also one of the most unique. Our mission is to educate future leaders and promote interdisciplinary, world-class research and teaching. This passion makes Stanford an intensely creative, rewarding, and challenging place to work. At the same time, our traditions of respect and collaboration sustain a humane, supportive environment in which to pursue your life and your career. 

At Stanford you'll work with bright, diverse, dedicated people. You'll find encouragement to learn and grow. You'll enjoy excellent benefits and an outstanding environment.

Stanford Facts at a Glance

Opened 1891

Student Enrollment

  • Undergraduates: 6,980
  • Graduates: 8,897


  • 8,180 contiguous acres in six governmental jurisdictions
  • Nearly 700 major buildings
  • 97% of undergraduates live on campus


  • 5,300 externally sponsored projects
  • $1.33 billion total budget


  • 2,043 faculty members
  • 21 Nobel laureates are currently members of the Stanford community
  • 5:1 student to faculty ratio

Stanford University is an Equal Employment Opportunity and Affirmative Action Employer and is committed to recruiting and hiring qualified women, minorities, protected veterans and persons with disabilities.

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