Administrative Associate 2

Avispa MedOps; Palo Alto (CA); Hybrid; USD 40,000 - 57,000; Full time

Benefits offered by this job

Medical Insurance

Dental Insurance

Vision Insurance

Life Insurance

Retirement Savings Program

Paid Sick Leave

Job summary

A leading university in the Stanford, CA area is seeking an Administrative Associate 2 to deliver administrative and operational support across events, calendars, communications, financial transactions, and office operations. The role is hybrid, leveraging on-site collaboration with remote work portions, and involves coordinating logistics for seminars, conferences, and campus activities.

The position requires 3-5+ years of experience, a Bachelor's degree, and strong proficiency with standard

Qualifications

• 3-5+ years of administrative experience.
• Bachelor's degree required.
• Proficient with office software and email applications.
• Ability to lift up to 10 pounds occasionally.

Responsibilities

• Respond to inquiries and draft routine communications; coordinate presentations, handouts, proposals, conference materials, reports, brochures, and displays; maintain website content.
• Schedule, organize, and run conferences, seminars, and events; coordinate logistics; liaise with vendors; plan calendars and travel per policies.
• Process and monitor routine financial transactions; resolve discrepancies; provide HR transactional support such as time cards, I-9s, and faculty affairs support.
• Maintain office supplies and equipment; obtain vendor quotes; coordinate maintenance, moves, and renovations; serve as contact for facility concerns and safety training.
• Guide and train student and contingent workers; schedule, assign, and review workloads for quality and timeliness.

Skills

Calendar management

Event coordination

Communication

Financial processing

HR support

Education

Bachelor's degree

Tools

Office software

Job description

Administrative Associate 2 1519093

• Hourly pay: $35/hr
• Worksite: Leading university (Stanford, CA 94305 - Hybrid)
• W2 Employment, Group Medical, Dental, Vision, Life, Retirement Savings Program, PSL
• 30 hours/week, 3 Month Assignment (With possibility of extension)

A leading university seeks an Administrative Associate 2 to provide administrative and operational support, including events, calendars, communications, financial transactions, and office operations.

Administrative Associate 2 Responsibilities:

• Respond to inquiries and determine and take action, serving as a resource on a defined set of policies and procedures. Draft routine communications, coordinate the production and distribution of presentations, course handouts, grant proposals, conference materials, reports, brochures, and displays, and maintain approved website content.
• Schedule, organize, and run conferences, seminars, and events, including recommending vendors, overseeing materials, coordinating logistics, and acting as liaison with internal and external vendors, and plan and schedule calendars, resolve conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
• Process and monitor routine financial transactions, including researching and resolving discrepancies, and provide human resources transactional support such as time cards, I-9s, and faculty affairs support.
• Maintain office supplies and equipment, obtain vendor quotations, coordinate routine maintenance, office moves, and minor renovation projects, and serve as point of contact for general maintenance, health and safety, and facility concerns, reporting incidents and tracking completion of required training.
• Guide and train student and/or contingent workers, including scheduling, assigning, and prioritizing workloads, setting deadlines, and reviewing work for quality and timeliness.

Administrative Associate 2 Qualifications:

• 3-5+ years of administrative experience.
• Bachelor's degree.
• Proficient computer skills, with demonstrated experience using office software and email applications.
• Ability to occasionally lift up to 10 pounds.

Shift:

• Monday to Friday, 9:00 AM to 4:00 PM, with flexible hours.
• Hybrid: onsite 3 days/week, remote 2 days/week.

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