Administrative Services Specialist, Climate and Energy Policy Program, Stanford Law School

Administrative Services Specialist

The Climate and Energy Policy Program (CEPP) of Stanford's Woods Institute for the Environment is seeking an Administrative Services Specialist to assist in the program's administrative and operations activities. CEPP works at the interface of policy analysis, academic research, education, and stakeholder engagement. It serves as a practical, timely, and neutral voice focused on informing decision-making on climate and energy law and regulation.

The Administrative Services Specialist will play a pivotal role in implementing and administering CEPP's vision, strategy, and goals. They will work as part of a dynamic and rapidly growing team, supporting administrative needs and implementing communication activities across projects, including the Environmental and Natural Resources Law & Policy Program (ENRLP) and Woods Institute. We are seeking a highly organized administrative professional with strong written communication skills and experience translating research into digestible content for policy audiences and stakeholders. They will collaborate with CEPP Leadership to develop content that disseminates and shares our mission, goals, and work. The ideal candidate is detail-oriented, proactive, and able to manage multiple priorities and concurrent workflows simultaneously. They will assist with event planning, processing reimbursements, ordering supplies, and maintaining social media and the website. This position is an excellent opportunity to be part of a positive climate and energy impact.

The position will report to the Associate Director of Administrative Services and the CEPP Program Manager and is eligible for hybrid work up to one day per week.

Stanford Law School, on the campus of one of the world's leading research universities, offers unmatched opportunities. We are known for our collegial culture, which is intimate and egalitarian. In this close-knit community, collaboration and the open exchange of ideas are essential to life and learning. Students, faculty, staff, alumni all support and inspire each other to explore, excel, and contribute to the world through law.

Essential Job Responsibilities

• Act on behalf of the supervisor, department manager, or chair in regard to establishing priorities and identifying and resolving problems 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 production and distribution of materials, administering logistics, and managing events within budget
• Act as the liaison for internal and external stakeholders, including high-level speakers, ensuring seamless communication.
• Compose and draft documents and correspondence for presentations, course handouts, grants, conferences, seminars, and reports; perform substantial editing and fact checking. Create, maintain, modify, and/or ensure accuracy of content in various unit documents, displays, reports, brochures, social media, and/or websites.
• Prepare presentations for meetings with donors and other stakeholders.
• Plan and manage schedules with limited consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
• Communicate with external organizations and individuals to arrange meetings and/or obtain the information needed.
• Schedule and coordinate regular staff meetings, including creating agendas and follow-up notes.
• Create complex reports and spreadsheets that may utilize specialized 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 capital or special equipment requests and/or vendor selection.
• Assist with the design and maintenance of digital resource collections created by the staff and interns.
• Prepare and manage tracking systems or databases used to manage various processes and store datasets, including speakers, event participants, donor inquiries/opportunities, key market players, or grant status.
• Website maintenance, including updating and managing content, creating original content, and ensuring the accuracy of information detailed on the website.
• Coordinate the recruiting processes for staff and interns, including organizing and scheduling interviews, and managing the onboarding process for new employees.
• May lead staff or supervise the day-to-day work of students and/or temporary workers, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, reviewing work for quality and timeliness, and providing performance review input.

Minimum Requirements

• Education & Experience: High school diploma and four years of administrative experience, or a combination of education and relevant experience. Experience in administration, marketing, and communication is strongly desired.
• 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 and multitask.
• Ability to take initiative and ownership of projects/tasks.
• Ability to routinely and independently exercise sound judgment in making decisions.
• Physical Requirements: Constantly perform desk-based computer tasks. Frequently stand/walk, sit, and use a telephone. Ability to carry materials and push/pull carts up to 10 pounds.

The expected pay range for this position is $39.20 to $45.56 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 Cardinal at Work website 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.

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.

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.

Visa sponsorship is not available for this position. All candidates must be eligible to work in the U.S.