Administrative and Operations Associate
Stanford, Stanford, CA, United States
Administrative And Operations Associate
The Precourt Institute for Energy is seeking an exceptional candidate to serve as an Administrative and Operations Associate with an emphasis on personnel, operations and academic staff support. This position encompasses five core areas: personnel and academic staff, website maintenance, convening management, complex financial transactions and processing, administrative and operational functions, and data systems. Our ideal candidate will have a strong combination of interpersonal, organizational, customer service, and communication skills, can manage personnel and academic staff requests, and can support workflow automation and data management systems using tools like Smartsheet.
Core duties include but are not limited to the following:
Staff Personnel and Faculty Affairs
Provide administrative support for faculty affairs, including coordinating and processing appointments for Visiting Scholars, Academic Staff - Researchers, and faculty Fellows
Support hiring and onboarding for benefitted staff, students, summer/temporary employees, and contingent hires
Manage International Visas
Work in partnership with academic departments including on external appointments, appointment extensions and salary increases.
Documenting debrief decisions and next steps, and provide meeting setup and technical support throughout the hiring process
Website Maintenance & Data Systems
Maintain and update approved website content in Drupal, including editing pages.
Design and maintain data management systems and workflow automations using platforms such as Smartsheet to support departmental operations.
Convening Support
Contribute to convening execution including vendor services, catering, venue sourcing, hotel block reservations, parking, and transportation.
Prepare and produce event material.
Handle travel logistics.
Provide dedicated support for Initiative/Program convenings.
Provide on-site support including managing registration desks, serve as liaison for vendors, assisting attendees, facility setup and cleanup, and fulfilling assigned event roles as needed.
Financial Transactions
Process and reconcile financial transactions including verifications, reimbursements, purchase orders and requisitions, and travel.
Process complex financial transactions; research, identify, and resolve discrepancies.
Secure all required documentation and supporting materials such as travel itineraries, resolve discrepancies, and address compliance questions to support timely and accurate processing.
Administrative & Operations Support
Provide administrative and operational support including drafting communications.
Serve as a knowledgeable resource for departmental processes and university policies, respond to inquiries, and coordinate with internal teams to support day-to-day departmental operations.
Perform other administrative duties as assigned to support Program/Initiative or department needs.
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:
Demonstrated ability prepare, review, and submit required personnel and appointment forms, ensuring completeness, accuracy, and proper approvals
Familiarity with workflow automation or data management tools such as Smartsheet or similar platforms
Experience with content management systems such as Drupal or similar web platforms
Ability to identify operational needs and implement technology-based solutions to improve workflows.
Ability to troubleshoot and resolve issues across multiple technology platforms.
Knowledge of Stanford University systems and policies.
Experience supporting a wide variety of events.
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 Precourt Institute for Energy is seeking an exceptional candidate to serve as an Administrative and Operations Associate with an emphasis on personnel, operations and academic staff support. This position encompasses five core areas: personnel and academic staff, website maintenance, convening management, complex financial transactions and processing, administrative and operational functions, and data systems. Our ideal candidate will have a strong combination of interpersonal, organizational, customer service, and communication skills, can manage personnel and academic staff requests, and can support workflow automation and data management systems using tools like Smartsheet.
Core duties include but are not limited to the following:
Staff Personnel and Faculty Affairs
Provide administrative support for faculty affairs, including coordinating and processing appointments for Visiting Scholars, Academic Staff - Researchers, and faculty Fellows
Support hiring and onboarding for benefitted staff, students, summer/temporary employees, and contingent hires
Manage International Visas
Work in partnership with academic departments including on external appointments, appointment extensions and salary increases.
Documenting debrief decisions and next steps, and provide meeting setup and technical support throughout the hiring process
Website Maintenance & Data Systems
Maintain and update approved website content in Drupal, including editing pages.
Design and maintain data management systems and workflow automations using platforms such as Smartsheet to support departmental operations.
Convening Support
Contribute to convening execution including vendor services, catering, venue sourcing, hotel block reservations, parking, and transportation.
Prepare and produce event material.
Handle travel logistics.
Provide dedicated support for Initiative/Program convenings.
Provide on-site support including managing registration desks, serve as liaison for vendors, assisting attendees, facility setup and cleanup, and fulfilling assigned event roles as needed.
Financial Transactions
Process and reconcile financial transactions including verifications, reimbursements, purchase orders and requisitions, and travel.
Process complex financial transactions; research, identify, and resolve discrepancies.
Secure all required documentation and supporting materials such as travel itineraries, resolve discrepancies, and address compliance questions to support timely and accurate processing.
Administrative & Operations Support
Provide administrative and operational support including drafting communications.
Serve as a knowledgeable resource for departmental processes and university policies, respond to inquiries, and coordinate with internal teams to support day-to-day departmental operations.
Perform other administrative duties as assigned to support Program/Initiative or department needs.
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:
Demonstrated ability prepare, review, and submit required personnel and appointment forms, ensuring completeness, accuracy, and proper approvals
Familiarity with workflow automation or data management tools such as Smartsheet or similar platforms
Experience with content management systems such as Drupal or similar web platforms
Ability to identify operational needs and implement technology-based solutions to improve workflows.
Ability to troubleshoot and resolve issues across multiple technology platforms.
Knowledge of Stanford University systems and policies.
Experience supporting a wide variety of events.
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.