"Administrative and Operations Associate"

This position has been deemed critical by the Stanford Doerr School of Sustainability Dean’s Office and is exempt from the hiring pause.

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 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 Stanford Woods Institute for the Environment works to advance global sustainability through new knowledge and practical, fair solutions to pressing environmental challenges. As part of the Stanford Doerr School of Sustainability, the Woods Institute provides an interdisciplinary research hub for scholars from all seven schools at Stanford. Offering targeted research incentives as well as convening, education, and leadership programs, the Woods Institute supports faculty, researchers, and students as they investigate and advance solutions to critical climate, environment, and sustainability challenges. Working on campus and around the globe, the Woods Institute and its hosted centers and programs combine cutting edge scholarship, diverse partnerships, and deep engagement across sectors and disciplines to advance just, practical solutions for people and the planet.

The Woods Institute is seeking a dynamic Administrative and Operations Associate to provide exceptional administrative support to the Woods Institute Directors. The Administrative Associate will also facilitate postdoc appointments and employment visas and oversee logistics for workshops, seminars, and staff events. This position will report to the Administrative Manager and will be part of a small administrative team. If you are a self-starter, proactive, and thrive in a fast-paced work environment, this position may be the right career opportunity for you!

Your Responsibilities will include:

• Act on behalf of the supervisor, Woods Director of Finance and Operations, and Woods Faculty Director in regards to establishing priorities and identifying and resolving problems that are administrative in nature.
• Plan and schedule calendars for Woods Directors with limited consultation.
• Arrange travel for faculty, staff, and students in compliance with unit, university, and sponsor policies.
• Manage postdoc appointments and visas in partnership with academic department(s) including appointment extensions and salary increases.
• Facilitate new postdoc appointments by posting new positions online and compiling application materials.
• Assist with academic staff research employment visas as needed.
• Oversee and/or perform logistical duties associated with Woods workshops and seminars such as scheduling, organizing, and staffing complex conferences, seminars, and events. Duties may include vendor coordination; oversight of production and distribution of materials; photo/speaker release management; logistics administration; and managing events within budget.
• Assist with Woods Staff, Leaders, and Faculty meetings.
• Coordinate Woods staff morale events.
• Plan and coordinate office moves and renovation projects.
• Compose and draft documents and correspondence for presentations, course handouts, grants, conferences, seminars, and reports; perform substantial research editing and fact checking. Create, maintain, modify, and/or ensure accuracy of content in various unit documents, displays, reports.
• Process complex financial transactions; research, identify, and resolve discrepancies.

* - 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.*

To be successful in this position, you will need:

Education & Experience:
High school diploma and six 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.
• Proven success in following through and completing projects.
• Excellent organizational skills and attention to detail.
• Excellent 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.

In addition, our preferred qualifications include:

• Knowledge of Stanford University systems and policies.
• Experience planning and coordinating a wide variety of events.
• Familiarity with postdoc appointments and employment visas.
• 5-10 years of experience managing complex calendars.
• 5-10 years of experience with event support.
• Comfortable working in a fast-paced environment with quickly shifting priorities.
• Experience with Google Forms and Qualtrics for event tracking registration.

* - 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 the job.*

The expected pay range for this position is $45.23 to $51.03 per hour.

Stanford University provides pay ranges representing its good faith estimate of the salary or hourly wage the university reasonably expects to pay for a position upon hire. 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.