Administrative Associate - 73511
Administrative Associate Earth System Science
The Earth System Science (ESS) Administrative Associate reports jointly to the Research Administration Manager and the ESS Department Manager. This role provides a range of support in the areas of financial reporting and processing, space data oversight, visitor coordination and website updates and maintenance.You should like a lot of variety in your work and enjoy interacting with a wide range of people. We are looking for someone who is highly organized, extremely detail-oriented, and has an enthusiastic can-do attitude and pleasant demeanor. Good communication ability, flexibility in a teamwork environment, and the ability to juggle multiple priorities are all important skills for this position. Some of the duties of this position are:
- Supporting faculty and research groups, by providing reimbursement/ travel/purchasing/ other essential services associated with research activities
- Support School Shared Facility Lab Managers with purchasing/maintenance/rate distribution tasks
- Have a general understanding of sponsor compliance requirements and relevant government rules and circulars, sufficient to identify and investigate questions related to compliance and spending allowability
- With understanding of University policy, will advise faculty in spending decisions and provide guidance in project acquisitions and related activities
- Identify errors and independently investigate and devise/implement solutions
- Responsible for purchasing and travel cards for ESS community as well as for the Shared Facilities
- For space planning, maintain lab/desk needs database and have primary responsibility for maintenance of iSpace record
- For ESS Visitor program, oversee and process appointments, correspondence and logistical requirements, including visa processing
- For ESS department website, develop and maintain non-academic information, editing for currency and content and will also participate/advise in the development of the front page highlights
- Work with individual faculty and lab research groups in establishing/editing website structure
- Provide backup role in Front Office and assist with other department projects as assigned
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.
- 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 his or her job.
The School of Earth Energy & Environmental Sciences
The Stanford School of Earth, Energy & Environmental Sciences (SE3) develops the knowledge and talent to understand the workings of the planet and to help solve resource Earth system science, and energy resources engineering, and includes both disciplinary and interdisciplinary educational programs at the undergraduate and graduate levels.
The department of Earth System Science focuses on environmental and sustainability science, with work spanning the disciplines of geology, biology, hydrology and ocean and atmospheric sciences. Read more here: https://earth.stanford.edu/ess
Experience a culture of excellence.
As one of the worlds premier research institutions, Stanford University has launched hundreds of initiatives solely for the betterment of humanity. Here, we are committed to fostering a workplace culture that promotes diversity, collaboration and professional growth. We offer career development programs, competitive pay that reflects market trends and benefits that increase financial stability and promote healthy, fulfilling lives.
Stanford is an equal opportunity employer and all qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.
Location: School of Earth, Energy & Environmental Sciences
Job Code: 4103