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Administration
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91602 Requisition #

Are you interested in the intersection of ocean science and policy and want to be part of building solutions for current and future ocean issues? If so, the Stanford Center for Ocean Solutions, an initiative of the Stanford Woods Institute for the Environment, invites you to apply as an administrative professional to join our thriving team.

 

The Stanford Center for Ocean Solutions (COS) catalyzes research innovation and action to improve the health of the oceans for the people who depend on them the most. COS capitalizes on Stanford’s broad expertise in ocean science and in the many other disciplines crucial to developing ocean solutions including engineering, computer science, political science, design and business. Our core team of researchers partner with other research institutions, national and international non-governmental organizations, businesses and governments, as well as established and emerging leaders in the data revolution.

 

Our VPDoR Diversity Journey:

  • We create a hub of innovation through the power of diversity of disciplines and people.
  • We provide equitable access and opportunity to all members of the community in order to do their best work, regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law.
  • We listen to and value all colleagues who bring diverse perspectives to the advancement and development of a respectful community.
  • We promote a culture of belonging, equity, and safety.
  • We embed these values in excellence of education, research, and operation.

 

POSITION SUMMARY:

Working under general supervision, the Administrative Associate plays a vital supportive role to our faculty and department operations. Duties include supporting faculty, researchers and staff with items such as calendaring, assisting with office moves, and supply ordering. The Administrative Associate will have responsibility for financial transactions such as reimbursements and travel and have the opportunity to support department events. Our department is home to diverse faculty, staff, and researchers and we encourage applications from individuals from diverse experiences and backgrounds, broadly defined. This is an exciting time for a motivated, outcomes-oriented individual to join our department and to make an immediate impact to ocean science.

 

The Administrative Associate reports to COS’s Finance and Operations Manager and collaborates closely with other Administrative Associates within the department and partners within the Woods Institute.

 

 JOB PURPOSE:

Provide routine administrative or operational support working from detailed instructions.

 

CORE DUTIES*:

  • Greet visitors and route them to appropriate individuals, answer phones, and serve as a resource on unit procedures and general inquiries.
  • Disseminate routine communications such as memos, notices, emails, and letters.
  • Perform office duties including, but not limited to, handling of incoming and outgoing mail, entering data into basic tables, reports, or spreadsheets, making copies, and monitoring and ordering of office supplies.
  • Track facility and/or office equipment, such as keys, vehicles, and projectors, via logs, and schedule repairs as needed.
  • Review invoices for accuracy, and initiate purchase requisitions.
  • Arrange meetings and assist with routine conferences including scheduling rooms, managing equipment, ordering meals and assembling materials.
  • May make travel arrangements as directed in compliance with unit, university, and sponsor policies.
  • Create and maintain files and filing systems.
  • Setup office spaces and/or support coordination of basic office moves.
  • May provide guidance to temporary and student employees on routine matters.

 

*Please note the above duties is provided to demonstrate the scope of the position and actual duties may defer slightly.

 

MINIMUM REQUIREMENTS:

Education & Experience:  High school diploma or equivalent.

 

Knowledge, Skills and Abilities:

  • Basic computer skills and demonstrated experience with office software and email applications.
  • Ability to follow through and complete assigned tasks.
  • Strong organizational skills and attention to detail.
  • Strong verbal and written communication skills.
  • Excellent customer service and interpersonal skills.
  • Working knowledge of Oracle financials desired.

 

Certifications and Licenses:

None

 

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 10 pounds.
  • Rarely twist/bend/stoop/squat, kneel/crawl.

 

WORK STANDARDS:

  • Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations.
  • Promote Culture of Safety: Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.
  • Subject to and expected to comply with all applicable University policies and procedures, including but not limited to the personnel policies and other policies found in the University's Administrative Guide, http://adminguide.stanford.edu.

 

HOURS, LOCATION, and COMPENSATION:

This is a full-time, continuing position. The Administrative Associate is an on-site position and will be based at our Palo Alto office at Stanford University. The salary and benefits are competitive within the field and are based on candidate experience. 

 

To Apply: To be considered, interested candidates will provide a cover letter, resume, and contact information for three references.

 

Please note a background check will be required for all final candidates. For more information, please visit our website at https://woods.stanford.edu/research/centers-programs/center-oceansolutions.

 

COS strives to nurture diversity in our work to develop robust solutions to ocean challenges. We aim to make our projects inclusive, to engage diverse perspectives, and to equitably represent those whom our solutions affect.

 

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 is our diverse and dedicated 17,000 staff. 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. 

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. 

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.

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