Administrative Associate 3

This position is based on Stanford’s main campus and is fully on site. 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 Oceans Department is an academic unit of the Stanford Doerr School of Sustainability that combines biological, physical, and social ocean sciences with technology to pursue ocean discovery and solutions. Its mission is to support an ocean that is known, sustainable, and equitable by bringing together research, education, and innovation. Faculty, staff, students, and postdoctoral scholars collaborate across disciplines on use-inspired research and immersive training, and many faculty work at Hopkins Marine Station on Monterey Bay in Pacific Grove. The Oceans Department is seeking a full-time Administrative Associate 3 to provide a full range of administrative, event, and financial support, as part of the administrative team that supports the Department, its faculty, and its research and education programs. If you are highly motivated, up for a challenge and know how to get things done, this position may be the right career opportunity for you!

Your Responsibilities will include:

• Plan and coordinate Department events, seminars, and meetings, including working with vendors, arranging logistics, and managing event budgets.
• Process a variety of financial transactions, including purchases, reimbursements, and payments, and help monitor and reconcile budget statements.
• Provide administrative support to faculty and Department leadership, including calendar management, travel arrangements, and correspondence.
• Maintain Department web content, mailing lists, and files, and serve as a first point of contact for visitors, students, and general inquiries.

In addition to the minimum qualifications listed below, our preferred qualifications include:

• Experience supporting an academic department or research unit
• Proficiency with Stanford financial and administrative systems (e.g., Oracle)
• Ability to prioritize competing deadlines and work independently
• Interest in ocean science and sustainability

Working Conditions:

• Occasional evening and weekend hours may be required to support events.

The expected pay range for this position is $40.10 to $47.04 per hour.

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.