Administrative and Operations Associate
Stanford, Stanford, CA, United States
Administrative And Operations Associate
The 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. 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.
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.
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.
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.
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.
The 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. 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.
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.
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.
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.
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.