The Stanford Woods Institute for the Environment is working toward a future in which societies meet people’s needs for water, food, health and other vital services while protecting and nurturing the planet. As the university’s hub of interdisciplinary environment and sustainability research, the Stanford Woods Institute is the go-to place for Stanford faculty, researchers and students to collaborate on environmental research. Their interdisciplinary work crosses sectors and disciplines, advancing solutions to the most critical, complex environmental and sustainability challenges.
The Woods Institute is seeking a Program Coordinator (Administrative Associate 2) for our Washington DC office. The Program Coordinator will report to the External Affairs Advisor of the DC office and will assist with all aspects of Woods efforts to engage with the Washington policy community. A key to the success of the Washington office is relationship building and an ability to reach strategic audiences with our research. The Program Coordinator will be responsible for researching and identifying important contacts, setting up meetings for the External Affairs Advisor, managing the office’s mailing and contact lists and ensuring that individuals are entered into the Woods database. Previous experience working for or with key stakeholders such as Congressional offices, environmental NGOs, EPA, DOE or other federal agencies, the World Bank, think tanks, etc. is highly desirable.
This position is one-year fixed term and could be extended based on funding and programmatic need.
- 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.
- This includes working to identify potential partners and participants for expert discussions that would feature Woods scholars as well as all logistical details for events – drafting invitations, event descriptions, booking rooms and catering, etc. The Program Coordinator will also prepare background information and bios to adequately prep the External Affairs Director and Woods scholars for their meetings.
- Responsibilities include preparing the Washington DC Update twice a month and drafting Research Briefs (approximately one per month) and blog posts in DC outlets.
- This includes assisting with the Rising Environmental Leaders Program (RELP) programming and planning, small research assignments, engagement with Stanford alumni in DC, attending congressional hearings and various events for contact building and staying up to date with policy advances, etc.
- 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, complex reports, brochures, and displays.
- Plan and schedule calendar(s) based on consultation, resolving scheduling 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.
- May perform human resources transactional support, e.g. time cards, I9s, and/or faculty affairs support.
- May guide and train student and/or contingent workers including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, and reviewing work for quality and timeliness.
* – Other duties may also be assigned
Education & Experience:
High school diploma and three years of administrative experience, or combination of education and relevant experience.
Knowledge, Skills and Abilities:
- 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.
Certifications and Licenses:
- 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.
* – 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.
- 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.
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.
To be considered, interested candidates shall include a cover letter and resume. Applicants should apply at stanfordcareers.stanford.edu, Job ID 73711. Final candidates will be subject to a background check. For further information, please visit our website at woods.stanford.edu.
Job Family: Administration
Job Series: Administrative Associate
Job Code: 4102