Operations and Administrative Assistant

Avispa Technology; United States; Hybrid; USD 45,000 - 65,000; Full time

Benefits offered by this job

Group Medical

Dental

Vision

Life Insurance

Retirement Savings Program

PSL

Job summary

A leading university is seeking an Operations and Administrative Assistant to provide administrative and operational support for a research institute in Stanford, CA. The role involves managing office space, building access, equipment, and property tracking.

The position is a 7-month, hybrid assignment with an on-site schedule of 9:00 AM–5:00 PM, and benefits including W2 employment and health coverage.

Qualifications

• 2-3 years of administrative experience.
• Experience with Smartsheet and Google Workspace.

Responsibilities

• Manage office space across multiple buildings, including assignments for faculty, staff, postdocs, and visiting scholars; prepare offices for new arrivals and maintain space records.
• Submit and track ID badge access requests, including 24/7 access, and manage keys and equipment tracking with HR, facilities, and IT.
• Manage laptops, equipment, and property tracking; prepare basic reports on inventory and space management using Smartsheet and Google Workspace.
• Manage the department inbox, draft emails, and update intranet pages with light edits.
• Assist with basic HR tasks such as data collection, onboarding/offboarding, and travel reimbursements.

Skills

Administrative experience

Smartsheet

Google Workspace

Tools

Smartsheet

Google Workspace

Job description

Operations and Administrative Assistant 1519204

• Hourly pay: $40/hr
• Worksite: Leading university (Stanford, CA 94305 - Hybrid)
• W2 Employment, Group Medical, Dental, Vision, Life, Retirement Savings Program, PSL
• 40 hours/week, 7 Month Assignment

A leading university seeks an Operations and Administrative Assistant to provide administrative and operational support for a research institute, managing office space, building access, equipment, and property tracking.

Operations and Administrative Assistant Responsibilities:

• Manage office space across multiple buildings, including assignments for faculty, staff, postdocs, and visiting scholars, preparing offices for new arrivals, and maintaining floor plans and space records, while coordinating with facilities management, building managers, and IT support staff on work requests and tracking open requests.
• Submit and track ID badge access requests, including 24/7 access, order, distribute, and log keys, and maintain tracking of access levels and key assignments, reviewing the badge access list on a recurring schedule so new hires, including temporary workers, receive access, keys, and equipment on time, and collecting keys, ID cards, and equipment at departure in coordination with HR, building management, and IT.
• Manage laptops, equipment, and property tracking, and prepare basic reports on computer inventory, building access, and space management using tools such as Smartsheet and Google Workspace.
• Manage the department shared inbox by monitoring, responding to, or routing requests and following up until resolved, draft emails to affiliates, inventory documents, and instructions for shared resources, and make light edits to the institute's intranet pages.
• Assist with basic HR transactions, such as data collection, communication, and initiating onboarding/offboarding requirements, and may support student and postdoc services, travel and expense reimbursements, and purchasing card processes.

Operations and Administrative Assistant Qualifications:

• 2-3 years of administrative experience.
• Experience with Smartsheet and Google Workspace.

Shift:

• 9:00 AM to 5:00 PM, flexible start and end times.
• Hybrid: minimum 3 days onsite, including Tuesday.(H)