Jobs in America

Administrative Associate

Posted: December 6, 2023 Expired: February 26, 2024
Minnesota
FULL TIME
High School

This position is based on Stanford’s main campus. 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 has a unifying goal of creating a future in which humans and nature thrive together in concert and in perpetuity. The school's unique three-part structure - consisting of departments to drive scholarship and educate students, institutes to innovate across disciplines, and an accelerator to drive policy and technology solutions - reimagines how universities can contribute to the planet's sustainability. We focus on creating knowledge and scaling solutions that benefit our local community and people globally while also creating a school community that is inclusive of all people.

For more information on the school, please click here.

The Natural Capital Project (NatCap) operates as a partnership between Stanford University, the Chinese Academy of Sciences, the University of Minnesota, the Stockholm Resilience Centre, The Nature Conservancy, and the World Wildlife Fund. NatCap’s mission is to pioneer science, technology, and partnerships that enable people and nature to thrive. We do this to help make the world a more livable place; to secure human well-being with thriving ecosystems; to harmonize conservation and human development goals, by developing scientific tools and technology to model and map the distribution of biodiversity and to demonstrate the services provided by ecosystems.

For more information on The Natural Capital Project, please click here.

The Natural Capital Project is looking for a flexible, creative individual to join our busy, enthusiastic, and widely-dispersed team to provide administrative and operational support. NatCap makes an impact on the world through our effective collaborations with a wide range of organizations: our core partners, as well as project-specific partners such as local and national governments, UN Agencies, and multilateral banks. The Administrative Associate will enable these relationships, often as the first point of contact for people reaching out to NatCap, and generally ensure the smooth working of NatCap’s administrative operations. The Administrative Associate plays an integral role in supporting the efforts of NatCap’s postdoctoral scholars and scientists, whose work addresses some of the world’s most pressing environmental and resource sustainability challenges. We are seeking an adaptable, self-possessed, and organized Administrative Associate who enjoys providing friendly and efficient support to staff, students, and faculty. The ideal candidate will be able to learn our complex environment and, if successful, potentially be a candidate for promotion in their second year.

Working under general supervision, the Administrative Associate will be responsible for a wide range of administrative duties, including planning, scheduling, organizing complex events; front-end customer service duties; performing a variety of financial transactions; coordinating travel; creating/editing documents and web content; managing equipment, supply, and operational logistics; and supporting department activities as needed. We are looking for an Administrative Associate who will work effectively both independently and as part of our team.

Your Responsibilities will include:

    • Respond to inquiries, and determine and take appropriate action as required. Serve as a resource regarding a defined set of policies and procedures.
    • Perform duties associated with scheduling, organizing, and operating conferences, seminars, and events, including recommending vendors for services, overseeing the production and distribution of materials, coordinating logistics, and serving as liaison with internal and external vendors.
    • Draft and/or generate routine communications; coordinate production (formatting, copying, etc.) and dissemination of documents, such as presentations, course handouts, grant proposals, conference and seminar materials, reports, brochures, and displays.
    • Plan and schedule calendar(s) based on consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
    • Process and monitor routine financial transactions, which may include researching and resolving discrepancies.
    • Maintain office supplies and equipment; obtain vendor quotations, as needed. Coordinate office moves.
    • May serve as the point of contact for general maintenance, health and safety, and other facility concerns within the unit(s); report any incidents or potential safety problems to appropriate representatives. Track completion of required training.
    • Maintain approved content on websites.
  • *The job duties listed are typical examples of work performedby 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 three years of administrative experience, or combination of education and relevant experience.
    • Proficient computer skills and demonstrated experience with office software and email applications.
    • Demonstrated success in following through and completing routine tasks.
    • Strong organizational skills and attention to detail.
    • Strong verbal and written communication skills.
    • Excellent customer service and interpersonal skills.
    • Ability to prioritize and multi-task.

In addition, our preferred requirements include:

    • Ability to take initiative and ownership of projects.
    • Ability to routinely and independently exercise sound judgment in making decisions.
    • Experience with event planning.
    • Familiarity with Stanford University systems, policies, and practices.
    • Proficiency with Google Drive applications (Docs, Sheets, Calendar), experience with Microsoft Office applications (Outlook, Excel, Word) and Adobe Acrobat Pro, as well as demonstrated ability to learn new computer systems and applications.
    • Interest in learning about, understanding, and accommodating multiple organizational cultures.
    • Effective in finding answers in primarily on-line resource materials, such as Stanford’s Fingate.
    • Capable of switching from tasks that require high attention to detail and ones where speed, with more room for minor mistakes, is the priority.
    • Comfortable with moving forward with tasks despite areas of uncertainty when major decisions are still pending.
    • Ability to write emails that make requests or explain administrative rules or requirements while still conveying warmth.
    • Ability to occasionally work overtime in support of major special events.
    • Willingness to briefly shift your work schedule to accommodate collaborators in distant time zones, such as Asia.
    • Ability and interest in growing to a more responsible position within the department.

PHYSICAL REQUIREMENTS*:

    • Frequently perform desk-based computer tasks.
    • Frequently sitting.
    • Occasionally stand/walk, reach/work above shoulders, grasp lightly/fine manipulation, grasp forcefully, use a telephone, sort/file paperwork or parts, lift/carry/push/pull objects that weigh up to 20 pounds.
    • Rarely twist/bend/stoop/squat, kneel/crawl.


  • 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 $26.92 per hour to $37.02 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 (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.

  • 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.
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