Administrative Associate 3

Description

Job Title: Administrative Associate

Location: Palo Alto, CA 94304 (Hybrid, Min. 3 days in-office)

Duration: 12 Months with possible extension unless funding issues changes(Estimated Start Date: 05-Oct-2026; Estimated End Date: 03-Oct-2027)

Work agreement: Hybrid, probably 3 days in-office (Monday, Wednesday, Thursday)

Hours Per Week: 40.00; Hours Per Day: 8.00

How many years of experience are required? High school diploma and 5-10 + years of high-level admin experience, or a combination of education and relevant experience.

Will this role extend or possibly convert to an FTE? Yes.

PR Range: $35/hr - $40/hr on W2 without benefits

Job Description:

The Department's lab is seeking a temporary Administrative Associate 3. We are actively seeking a highly motivated candidate to perform a variety of administrative functions, including strong organizational and communication skills, calendaring, and financial processing experience, as well as those who demonstrate a strong track record in schedule and project management and have experience navigating Oracle Finance (preferred).

This position reports directly to the Department Operations Manager and works closely with the Division Chief.

Job Duties:

Provide general administrative support including calendaring, meeting scheduling, travel management, and processing reimbursements.

Respond to inquiries and determine and take appropriate action as required.

Perform duties associated with scheduling, organizing, and operating conferences, seminars, and events

Schedule/Calendar management, travel arrangements, event planning, purchasing/reimbursements, project management, contract submissions, IRB (Institutional Review Board) submissions

Knowledge in admin personnel onboarding/offboarding

Oversee and/or process a variety of complex financial transactions; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies.

Requirements:

Knowledge, Skills and Abilities:

Proficient computer skills and demonstrated experience with office and email software.

Strong organizational skills and attention to detail.

Strong verbal and written communication skills.

Excellent customer service and interpersonal skills.

Ability to prioritize and multitask

Experience in an academic or medical center environment

Experience in navigating Financial management tools such as Oracle

Experience in coordination of events and logistics

Experience with project management tools