Job Information

Stanford University Administrative Associate in Stanford, California

Administrative Associate

School of Earth, Energy & Environmental Sciences, Stanford, California, United States



Post Date 5 days ago

Requisition # 92829

About Us

The Stanford School of Earth, Energy & Environmental Sciences (Stanford Earth) develops the knowledge and talent to understand the workings of the planet and to help solve resource and environmental challenges.Stanford is taking the historic step of creating a new school that will be focused on climate and sustainability, the first new school at the university in more than 70 years. Stanford Earth will become part of the new school (name to be finalized) which will work towards a unifying goal of creating a future in which humans and nature thrive together in concert and in perpetuity. Faculty, students, and staff will pursue this goal through three primary pathways to impact:

  • Advancing knowledge critical to sustaining life on Earth

  • Preparing students as future sustainability leaders through rigorous, engaged education

  • and research

  • Catalyzing informed action globally to generate and accelerate local, national, and global solutions to the defining challenge for humanity

For more information on the new school please clickhere.

Geophysics is a field that integrates geology, mathematics, and physics to understand how the Earth works. Geophysicists study Earth processes through a combination of laboratory experiments, computational and theoretical modeling, remote imaging, and direct observation. Research in the Geophysics Department at Stanford has both fundamental and strategic elements, addressing basic scientific and critical societal needs.

The Department of Geophysics is seeking a full-time Administrative Associate, with strong web editing and event coordinating skills, to serve as the receptionist and to be part of an administrative team that provides a full range of support to the Department, its faculty, and its research programs.

Your Responsibilities will include:

  • Oversee and/or perform duties associated with scheduling, organizing, and operating complex conferences, seminars, meetings, and admission events, including arranging with vendors for services, overseeing the production and distribution of materials, administering logistics, and managing the events within budget.

  • 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.

  • Responsible to update our website and support the preparation of the bulletin.

  • Support admission visits in particular scheduling, catering, and logistics.

  • Draft and/or generate routine communications, coordinate production and dissemination of documents and materials.

  • Maintain office supplies and equipment (printers, photocopier, coffee), including obtaining vendor quotes as needed and managing service and ordering needs.

  • Serve as the point of contact for general maintenance, health and safety, and other facility concerns within the department.

  • Assist with space planning and office moves.

  • Assist with special projects and perform other duties as assigned.

* - 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:

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

  • 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.

  • Strong verbal and written communication skills.

  • Excellent customer service and interpersonal skills.

  • Ability to prioritize, multi-task, and assign work to others.

In addition, our preferred requirements include:

  • Knowledge of Stanford University systems and policies

  • Knowledge of website editing

  • Experience planning and coordinating a wide variety of events

  • Experience working in an academic setting

* - 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.

Please note that this position is not remote.

How to Apply

  • We invite you to apply for this position by clicking on the “Apply for Job” button. To be considered, please submit a cover letter and résumé along with your online application.

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. Stanford welcomes applications from all who would bring additional dimensions to the University’s research, teaching and clinical missions.

Additional Information

  • Schedule: Full-time

  • Job Code: 4103

  • Employee Status: Regular

  • Grade: F

  • Requisition ID: 92829