Administrative Associate

Note - This is a fixed term position ending by 09/30/2025.

The School of Engineering
Stanford Engineering has been at the forefront of innovation for nearly a century, creating pivotal technologies that have transformed the worlds of information technology, communications, health care, energy, business and beyond. Our faculty and students are creative risk-takers who pursue excellence across a breadth of disciplines. Our alumni include some of the world's most successful leaders in technology and business. Our staff are critical to enabling Stanford Engineering to accomplish its mission: seeking solutions to some of the world's most urgent challenges and educating leaders who will make the world a better place through the power of engineering principles, techniques and systems.

Mechanical Engineering is one of the largest departments in the School of Engineering at Stanford, with over 40 faculty and roughly 800 undergraduate, masters, and doctoral students. The department is consistently ranked in the top group of all mechanical engineering departments in the nation. Faculty members in Stanford’s Department of Mechanical Engineering work in five major research groups that reflect the department’s focus and methodologies. Our philosophy is simple: We push the limits of the possible – the ultra-efficient and hyper-fast, the maximally enduring and most sustainable, the fully autonomous and the super-controlled. We employ a range of methodologies: design thinking, computational simulation, control systems and multi-scale approaches that range from the nanoscale to complex biological and mechanical systems.

The Predictive Science Academic Alliance Program (PSAAP III) , is an interdisciplinary research center dedicated to advancing computational science for simulation of complex engineering systems. This is a large research program funded by the US Department of Energy and the National Nuclear Security Administration. PSAAP III is closely connected to several departments and research groups across Stanford, and its partner institutions in the University of Colorado at Boulder, and Purdue University. The role will involve working closely with PSAAP Faculty in Mechanical Engineering, Computer Sciences, Aeronautics and Astronautics 

PSAAP III and its affiliated research groups seek a personable, organized, and detail-oriented Administrative Associate to join the team to provide administrative and operational support. This role reports to the FPCE and Affiliated Research Centers Manager and supports the Director of PSAAP and the PSAAP project team.  The successful candidate will be expected to demonstrate professional etiquette and analytical and problem-solving skills. In addition to having a “can-do” attitude and pleasant demeanor, you must have extraordinary communication skills that allow you to interact with a diverse group of people. 

Your responsibilities include:

• Respond to inquiries, and determine and take appropriate action as required. Serve as a resource regarding a defined set of policies and procedures.
• Oversee and/or perform duties associated with scheduling, organizing, and operating conferences, seminars, and events, assisting with the production and distribution of materials, coordinating logistics, and serving as liaison with internal and external vendors.
• Compose and draft documents and routine communications; coordinate production (formatting, copying, etc.) and dissemination of documents, such as presentations, course handouts, grant proposals, conference and seminar materials, flyers, complex reports, and displays.
• Plan and schedule calendar(s) with limited 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.
• Will assist the PSAAP project team in the preparation for the next phase of the project (PSAAP IV).
• Liaison with DoE to approve appointments to PSAAP and arrange internships at national labs.
• Support the PSAAP co-sponsored biennial Summer Program, a 4 week residential program on campus.  
• Help with project reporting (collect contributions, send reminders)  
• Maintain approved content on websites.
• *Other duties as assigned.

Education & Experience (Required):

• High school diploma and three years of administrative experience, or combination of education and relevant experience.

Knowledge, Skills, & Abilities (Required):

• 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.

Education & Experience (Desired):

• Experience in organizing events.
• Experience with Microsoft Office (Excel, PowerPoint, Word).
• Experience with Outlook email and calendaring.
• Experience with Google suite (Google docs, etc).
• Experience with maintaining websites in Drupal.
• Experience with Pcard and TCard processing/reconciliation.

Work Standards:

• Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations.
• Promote Culture of Safety: Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.
• Subject to and expected to comply with all applicable University policies and procedures, including but not limited to the personnel policies and other policies found in the University's Administrative Guide, http://adminguide.stanford.edu

Physical Requirements:

• Constantly 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 10 pounds.
• Rarely twist/bend/stoop/squat, kneel/crawl.

Pay Range:
The expected pay range for this position is $26.92 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. To be considered, please submit a cover letter and résumé along with your online application. The cover letter should briefly describe why you believe you are a good fit for this position.

Why Stanford is for you:
Imagine a world without search engines or social platforms. Consider lives saved through first-ever organ transplants and research to cure illnesses. Stanford University has revolutionized the way we live and enrich the world. Supporting this mission is our diverse and dedicated 17,000 staff. We seek talent driven to impact the future of our legacy. Our culture and unique perks empower you with:

• Freedom to grow. We offer career development programs, tuition reimbursement, or audit a course. Join a TedTalk, film screening, or listen to a renowned author or global leader speak.
• A caring culture. We provide superb retirement plans, generous time-off, and family care resources.
• A healthier you. Climb our rock wall, or choose from hundreds of health or fitness classes at our world-class exercise facilities. We also provide excellent health care benefits.
• Discovery and fun. Stroll through historic sculptures, trails, and museums.
• Enviable resources. Enjoy free commuter programs, ridesharing incentives, discounts and more!

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 at [email protected] . For all other inquiries, please submit 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.