Program Coordinator

Stanford University; Palo Alto (CA); Hybrid; USD 55,000 - 65,000; Full time

Job summary

Stanford University’s Sustainability Accelerator seeks a full-time Administrative Associate to support four faculty portfolios and the operations team. The role emphasizes calendar management, travel coordination, document drafting, and financial processing in a fast-paced, mission-driven environment.

The ideal candidate is highly organized, with advanced computer skills, strong communication, and a service-oriented mindset, capable of coordinating meetings, events, and budgeting tasks.

Qualifications

• High school diploma and four years of administrative experience.
• Advanced computer skills with office software.
• Excellent organizational and communication abilities.

Responsibilities

• Manage calendars with limited consultation and resolve conflicts.
• Coordinate complex conferences, seminars, and events within budget.
• Arrange travel and process reimbursements.
• Organize electronic files in Google Drive and related systems.
• Draft documents and correspondence for presentations, grants, and reports.
• Create complex reports and spreadsheets using specialized software.
• Monitor and reconcile budget statements and assist with vendor selection.

Skills

Advanced computer skills

Strong organizational skills

Verbal communication

Written communication

Customer service

Education

High school diploma

Tools

Google Drive

Google Workspace

Calendar tools

Job description

This position has been deemed critical by the Stanford Doerr School of Sustainability Dean’s Office and is exempt from the hiring pause.

This position is based on Stanford’s main campus with consideration given to the option for a hybrid work schedule (partially onsite 3 or more days a week), 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 community with the richness of experience and background needed to create solutions that benefit all people, particularly those most affected by environmental damage and climate change.

For more information on the school, click here.

The SDSS Sustainability Accelerator (the Sustainability Accelerator) serves as a launchpad for sustainability solutions, turning innovative ideas into transformative and scalable technologies and policies that will substantially improve the quality of human life and our planet. The Sustainability Accelerator is rooted in the Stanford Doerr School of Sustainability and works across the University and with external partners to drive solutions from the lab into the world.

The Accelerator is seeking a full-time Administrative Associate to join our operations team and provide administrative and programmatic support across our growing portfolio of sustainability initiatives. This position will serve as the primary administrative contact for four portfolios of faculty research projects (“Flagships”) managed by the Accelerator, supporting their day-to-day coordination and helping connect faculty, research teams, and Accelerator staff with the administrative resources they need. We are looking for a highly organized, collaborative, and service-oriented professional who brings strong communication skills, careful attention to detail, and the ability to manage multiple priorities. The ideal candidate will be comfortable supporting meetings and events, coordinating schedules and logistics, maintaining information and administrative systems, and assisting with a range of operational needs in a fast-paced, mission-driven environment.

Your Responsibilities will include:

• Managing complex calendars with limited consultation; resolve scheduling conflicts; negotiating and managing the needs of individuals or groups requesting time with the Accelerator members and faculty researchers
• Creating and managing scheduling polls.
• Managing complicated business travel in compliance with unit, university and sponsor policies. Processing associated travel reimbursements.
• Organizing electronic files and documents in Google drive and other similar systems for efficient access.
• Serving as the primary administrative support contact for four portfolios of faculty research projects at the Accelerator.
• Overseeing and/or performing duties associated with scheduling, organizing, and operating complex conferences, seminars, and events, including arranging with vendors for services, overseeing the production and distribution of materials, administering logistics, and managing event within budget.
• Composing and drafting documents and correspondence for presentations, course handouts, grants, conferences, seminars, and reports; perform substantial editing and fact checking. Creating, maintaining, modifying, and/or ensuring accuracy of content in various unit documents, displays, reports, brochures, social media, and/or websites.
• Creating complex reports and spreadsheets which may utilize specialized software and systems.
• Overseeing and/or processing a variety of complex financial transactions; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies. May assist with capital or special equipment requests and/or vendor selection.

The expected pay range for this position is $40.10 to $47.04 per hour.

Responsibilities

Core Duties

• Act on behalf of the supervisor, department manager, or chair inregards to establishing priorities and identifying and resolvingproblems that are administrative in nature.

• Oversee and/or perform duties associated with scheduling,organizing, and operating complex conferences, seminars, and events,including arranging with vendors for services, overseeing the productionand distribution of materials, administering logistics, and managingevent within budget.

• Compose and draft documents and correspondence for presentations,course handouts, grants, conferences, seminars, and reports. Performsubstantial editing and fact checking. Create, maintain, modify, and/orensure accuracy of content in various unit documents, displays, reports, brochures, social media, and/or websites.

• Plan and schedule calendar(s) with limited consultation, resolvecalendaring conflicts, and arrange travel in compliance with unit,university, and sponsor policies.

• Create complex reports and spreadsheets which may utilizespecialized software and systems.

• Oversee and/or process a variety of complex financial transactions; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies. May assist with capitalor special equipment requests and/or vendor selection.

• Coordinate and monitor routine maintenance services completion.Plan and coordinate office moves and/or minor renovationprojects.

• May lead staff or supervise day-to-day work of student and/ortemporary workers, including scheduling, assigning, and prioritizingworkloads, setting appropriate deadlines, reviewing work for quality andtimeliness, and providing performance review input.

Minimum Education and Experience

High school diploma and four years of administrative experience, orcombination 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.
• Excellent Strong verbal and written communicationskills.
• Excellent customer service and interpersonal skills.
• Ability to prioritize, multi-task, and assign work toothers.
• Ability to take initiative and ownership of projects.
• Ability to routinely and independently exercise sound judgment inmaking decisions.