Administrative Associate 1

Description

Job Title: Administrative Associate

Location: Redwood City, CA 94063

Duration: 04 Months with possible extension (Estimated Start Date: 26-Oct-2026; Estimated End Date: 28-Feb-2027)

Number of hours per week: 40 hours/week

Shift timing/schedule: 8 working hours daily, morning start either in the 7 o'clock hour or the 8 o'clock hour

Will the resource be working with minors? no

How many years of experience are required? Four years of administrative experience, or combination of education and relevant experience.

Minimum Education Level: High School Graduate/GED

Will this role extend or possibly convert to a FTE? possibility of extension

Top 3 requirements to hire?

(1) Stanford financial systems experience/knowledge of

(2) financial transactions experience (processing transactions related to POs, expense reimbursements, Stanford purchase card verification).

(3) complex meeting scheduling.

PR Range: $30/hr - $33/hr on W2 without benefits

Job Description:

Financial preparer support

Process a variety of complex financial transactions (expense reports, invoices, purchase orders, department credit card transactions); produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies. Maintain records and tracking of payments to vendors/usage of retainers.

Executive/office scheduling support

Plan and schedule calendar(s) for executive staff with limited consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies. Also perform duties associated with office-wide scheduling with clients across Stanford entities.

General office support

Respond to inquiries and determine and take appropriate action as required. Perform office duties including, but not limited to, handling of incoming and outgoing mail, issuing memos and reports, managing access to digital and paper files, and monitoring and ordering office supplies.

Coordinate and monitor routine maintenance services completion.