Administrative Associate 3

This position is based on Stanford’s main campus with the possibility of a hybrid work arrangement after 1 year in the position, 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 diverse, equitable, and inclusive environment, and to creating solutions that benefit all people, particularly those most affected by environmental damage and climate change.

For more information on the school, click here.

Environmental Social Sciences at the Stanford Doerr School of Sustainability is a new and rapidly growing department. The mission of the department is to shed light on the causes of humanity’s sustainability challenges, to design and evaluate potential business strategies, public policies, and behavioral interventions to meet these challenges, and to educate future scholars and leaders who will further our vision of understanding and solving these challenges.

The department is looking for a talented Administrative Associate 3 to join our team to provide a full range of support to the operations of the department as well as to the faculty and their research groups. We are seeking an adaptable, self-possessed, and organized Administrative Associate who enjoys providing professional, friendly, and efficient support. This is an exciting opportunity for an entrepreneurial self-starter and team player interested in making an impact in standing up a new department.

The Administrative Associate will be responsible for a wide range of administrative duties, including performing a variety of complex financial transactions; planning, organizing, and promoting events; front desk customer service; coordinating travel; creating and editing web content; managing equipment, supply, and operational logistics; and supporting department activities as needed. We are looking for an Administrative Associate who will take the initiative and work effectively both independently and as part of our team. 

Your Responsibilities will include:

• Processing a variety of complex financial transactions for faculty and their research groups; TCard, PCard, expense reimbursements, and purchase orders. Monitoring and resolving discrepancies, while adhering to University policy.
• Organizing complex department seminar logistics and community building events. Independently planning and handling event details including communicating with guest speakers, coordinating with vendors, securing venues, providing on-site event support, drafting and producing event handouts, managing expenses, and processing event financial transactions. Creating materials and communications for event promotion and distributing materials to internal and external audiences.
• Composing, editing, and maintaining web content. Ensuring accuracy of website content and proposing solutions for improvements.
• Identifying administrative needs and problems, suggesting ideas to resolve problems, and implementing agreed-upon solutions.
• Arranging and coordinating travel for visitors and faculty search candidates in compliance with department, school, university, and sponsor guidelines.
• Playing a significant role in creating and maintaining a welcoming environment for faculty, students, postdocs, and staff.
• Managing department operational logistics and equipment. Suggesting process improvements for operations. Ordering supplies, such as food, drink, and office essentials, keeping all areas clean and well organized.
• Communicating with and serving as a resource to internal and external audiences, including students, alumni, faculty, staff, visitors, and possible program applicants.
• Working with team/staff members to provide support for other projects as assigned.