Administrative Services Coordinator, Climate & Energy Policy Program

About the Role

The Climate and Energy Policy Program (CEPP) of Stanford's Woods Institute for the Environment is seeking an Administrative Services Coordinator to assist in the program's administrative and operations activities. CEPP works at the interface of policy analysis, academic research, education, and stakeholder engagement, serving as a practical, timely, and neutral voice focused on informing decision-making on climate and energy law and regulation.

The Administrative Services Coordinator will play a pivotal role in implementing and administering CEPP's vision, strategy, and goals. They will work as part of a dynamic and rapidly growing team, supporting administrative needs and implementing communication activities across projects, including the Environmental and Natural Resources Law & Policy Program (ENRLP) and Woods Institute. The position will report to the Associate Director of Administrative Services and the CEPP Program Manager and is eligible for hybrid work up to one day per week.

Responsibilities

• Respond to center inquiries and determine and take appropriate action as required
• Serve as a resource regarding a defined set of policies and procedures
• Manage and prioritize assignments from multiple center staff members simultaneously and with competing deadlines
• Prepare various word processing-related documents, Excel spreadsheets, or PowerPoint presentations, using advanced features such as tables, footnotes, mail merge, pivot tables, formulas, animation, and graphics
• Process and monitor routine financial transactions, which may include researching and resolving discrepancies; produce, monitor, and reconcile budget statements
• May assist with capital or special equipment requests and/or vendor selection
• Draft and/or generate routine communications; coordinate production and dissemination of documents, such as presentations, grant proposals, conference and seminar materials, reports, brochures, and displays
• Perform duties associated with scheduling, organizing, and operating small events, including meetings, workshops, and seminars, in addition to managing vendors for services, overseeing the production and distribution of materials, and coordinating logistics
• Act as liaison between internal and external vendors
• Act as liaison between Center staff and the Program Group to coordinate conferences and events and share information
• Staff and attend events as necessary
• Act as the liaison for high-level speakers to accommodate all needs and requests
• Plan and schedule calendar(s) based on consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies, both domestic and international, prepare itineraries, and obtain visas and other travel documentation needed
• Schedule and coordinate regular staff meetings, including creating agendas and follow-up notes
• Assist with the preparation of grant applications by collaborating with the center staff. This may involve drafting and editing proposals, researching needed information, and ensuring all guidelines and deadlines are met
• Ensure compliance with the grants when received and report on them as necessary
• Maintain approved content on websites
• Coordinate office moves
• May serve as the point of contact for general maintenance, health and safety, and other facility concerns within the unit(s); report any incidents or potential safety problems to appropriate representatives. Track completion of required training
• May perform human resources transactional support, e.g. time cards, I9s, and/or faculty affairs support
• May guide and train student and/or contingent workers including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, and reviewing work for quality and timeliness

Qualifications

Education: High school diploma and three years of administrative experience, or combination of education and relevant experience.

Skills

• Proficient computer skills and demonstrated experience with office software and email applications
• Demonstrated success in following through and completing routine tasks
• Strong organizational skills and attention to detail
• Strong verbal and written communication skills
• Excellent customer service and interpersonal skills
• Ability to prioritize and multi-task
• Ability to take initiative and ownership of projects
• Ability to exercise sound judgment routinely and independently in making decisions
• Ability to gather, process, analyze and report information
• Creative problem solver
• Dependability and strong commitment to professional development and process improvement
• Ability to interact effectively and proactively with faculty, academic staff, law school staff, students, visitors, media sources, VIP's and the public in a high-profile environment
• Knowledge of working with and managing a budget
• Demonstrated ability to establish priorities and multi-task, balancing the needs of several different managers