Job Information

Stanford University Administrative Associate 3 in Stanford, California

Administrative Associate 3

Doerr School of Sustainability, Stanford, California, United States


Post Date May 03, 2024

Requisition # 103107

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, clickhere.

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.

To be successful in this position, you will need:

Education & Experience:

High school diploma and four 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.

  • 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.

  • Ability to take initiative and ownership of projects.

  • Ability to routinely and independently exercise sound judgment in making decisions.

Preferred requirements include:

  • Experience with event planning.

  • Familiarity with Stanford University systems, policies, and practices.

  • Proficiency with Microsoft Office applications (Excel, Word) and web content management, and demonstrated ability to learn new computer systems and applications.

The expected pay range for this position is $33.17 to $43.75 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 ( 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 For all other inquiries, please submit acontact 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: 4098

  • Employee Status: Regular

  • Grade: F

  • Requisition ID: 103107

  • Work Arrangement : On Site