Administrative Associate at Stanford University in Palo Alto, California

Job Description:

Administrative Associate🔍Doerr School of Sustainability, Stanford, California, United StatesNew📁Administration📅2 days ago Post Date📅105089 Requisition #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 UsThe 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; 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, please click here.
Precourt Institute for EnergyAs part of the Stanford Doerr School of Sustainability, the Precourt Institute for Energy concentrates the talents of the University on energy research and education, from basic science and technology to policy and business. We disseminate research results and help the University develop energy-literate leaders as part of its educational mission. We work across campus in all seven of Stanford's schools. We also build collaborations globally with industry, other research institutions, government, and civic organizations in pursuit of sustainable, affordable, secure energy for all people.
Aqueous Battery Consortium The Aqueous Battery Consortium is a large group of scientists from 15 research institutions seeking to invent a reliable, safe, environmentally sustainable, long-lasting, and inexpensive battery powerful enough to support a local electricity grid. The U.S. Department of Energy funds this new research project, which is led by Stanford University and SLAC National Accelerator Laboratory. The Aqueous Battery Consortium is administered by Stanford's Precourt Institute for Energy.
Seeking Administrative Associate, Aqueous Battery ConsortiumThe Precourt Institute for Energy is seeking an organized and detail-oriented candidate to serve as the Administrative Associate for the Aqueous Battery Consortium. In this role, the Administrative Associate will support the director and facilitate various operational tasks that are essential to the organization's success. This includes ensuring that all necessary materials are prepared and available for meetings and conferences, as well as managing the logistics that enable effective collaboration among team members. The ideal candidate will possess strong communication skills, the ability to prioritize effectively, and a proactive approach to problem-solving. They will thrive in a fast-paced environment, demonstrating adaptability and resourcefulness while contributing to the smooth operation of the team. The Administrative Associate will also play a key role in fostering an organized work environment that enhances productivity and supports the consortium's strategic objectives.
Responsibilities include:

Provide administrative and operational support with limited supervision.Collect and organize presentations for meetings and conferences, ensuring all materials are complete and available on time.Arrange and schedule various meetings, including regular staff meetings and the annual conference.Manage calendars and logistics to facilitate effective participation in meetings.Process reimbursement requests by verifying documentation and ensuring timely payments.Assist the director with administrative tasks, including preparing reports and managing correspondence.Handle travel logistics, including booking flights and accommodations, and prepare detailed itineraries.

Core duties include but are not limited to the following:

Respond to inquiries and determine and take appropriate action as required. Serve as a resource regarding a defined set of policies and procedures.Perform duties associated with scheduling, organizing, and operating conferences, seminars, and events, including recommending vendors for services, overseeing the production and distribution of materials, coordinating logistics, and serving as liaison with internal and external vendors.Draft and/or generate routine communications; coordinate production (formatting, copying, etc.) and dissemination of documents, such as presentations, course handouts, grant proposals, conference and seminar materials, complex reports, brochures, and displaysPlan and schedule calendar(s) based on consultation, resolve calendaring conflicts and arrange travel in compliance with unit, university, and sponsor policies.Process and monitor routine financial transactions, which may include researching and resolving discrepancies.Maintain office supplies and equipment; obtain vendor quotations, as needed. 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.Maintain approved content on websites.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.

To be successful in this position, you will need:

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

In addition, our preferred qualifications include:

Knowledge of Stanford University systems and policies.Experience planning and coordinating a wide variety of events.Ability to take initiative and ownership of projects and independently exercise sound judgment in making decisions.

The expected pay range for this position is $31.79 to $37.96 per hour. Stanford University provides pay ranges representing its good faith estimate of what the university reasonably expects to pay for a position. The pay offered to a selected candidate will be determined based on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, geographic location and external market pay for comparable jobs.At Stanford University, base pay represents only one aspect of the comprehensive rewards package. The Cardinal at Work website (https://cardinalatwork.stanford.edu/benefits-rewards) provides detailed information on Stanford's extensive range of benefits and rewards offered to employees. Specifics about the rewards package for this position may be discussed during the hiring process.
How to Apply We invite you to apply for this position by clicking on the "Apply for Job" button.
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 course auditing. 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 accommodations to applicants and employees with disabilities. Applicants requiring a reasonable accommodation for any part of the application or hiring process should contact Stanford University Human Resources by submitting a contact form.


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.Additional Information

• Schedule: Full-time


• Job Code: 4097


• Employee Status: Regular


• Grade: E


• Requisition ID: 105089


• Work Arrangement : Hybrid Eligible

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