Administrative Associate

Job Description This position has been deemed critical by the Stanford Doerr School of Sustainability Dean’s Office and is exempt from the hiring pause. 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 community with the richness of experience and background needed to create solutions that benefit all people, particularly those most affected by environmental damage and climate change. For more information on the school, click here . The Stanford Woods Institute for the Environment works to advance global sustainability through new knowledge and practical, fair solutions to pressing environmental challenges. As part of the Stanford Doerr School of Sustainability, the Woods Institute provides an interdisciplinary research hub for scholars from all seven schools at Stanford. Offering targeted research incentives as well as convening, education, and leadership programs, the Woods Institute supports faculty, researchers, and students as they investigate and advance solutions to critical climate, environment, and sustainability challenges. Working on campus and around the globe, the Woods Institute and its hosted centers and programs combine cutting edge scholarship, diverse partnerships, and deep engagement across sectors and disciplines to advance just, practical solutions for people and the planet. The Wood’s Institute is seeking a full-time Administrative Associate with strong organizational, calendaring, and financial processing skills. This position will provide general administrative support to Faculty and Woods staff. This position reports directly to the Administrative Manager and works closely with Woods Directors (Finance & Operations, Communications, Programs). If you are friendly, highly motivated, and up for a challenge, this position may be the right career opportunity for you! Your Responsibilities Will Include Plan and schedule calendar(s) with limited consultation and resolve calendaring conflicts. Process a variety of complex financial transactions for faculty, staff, and their research groups. Including Tcard, Pcard, expense reimbursements, contracts, and purchase orders. Monitor and resolve discrepancies with financial transactions while adhering to university policy. Coordinate and monitor the completion of routine maintenance services. Plan and coordinate office moves and/or minor renovation projects. Order supplies, such as food, drink, and office essentials. Maintain and organize shared office spaces. Manage complex business travel in compliance with unit, university, and sponsor policies. Coordinate logistics of meetings, events, and annual meetings as needed. Create materials and communications for event promotion to internal or external audiences. Compose, edit, and maintain documents and various content. Organize electronic files and documents in Google drive and other similar systems for efficient access. In Addition, Our Preferred Qualifications Include Knowledge of Stanford University financial & administrative systems and policies, particularly Oracle Financial and university procurement processes. Demonstrated experience in improving administrative processes. The expected pay range for this position is $83,404 to $97,850 per annum. Responsibilities Core Duties: 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. Minimum Education And Experience 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 organizational skills and attention to detail.Excellent 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.