Administrative Associate

Administrative Associate

Hourly pay: $35/hr

Worksite: Leading university (Stanford, CA 94305 - Hybrid)

W2 Employment, Group Medical, Dental, Vision, Life, Retirement Savings Program, PSL

40 hours/week, 3 Month Assignment

A leading university is seeking an Administrative Associate to provide comprehensive administrative and event support within a fast-paced academic environment. This role combines faculty support responsibilities with community event coordination, requiring a highly organized professional who can manage competing priorities, handle financial transactions, and support outreach initiatives while maintaining excellent customer service and discretion.

Administrative Associate Responsibilities:

• Provide administrative support to faculty members, including complex calendaring, scheduling meetings, coordinating travel, and general administrative activities, and managing competing priorities in a dynamic environment.
• Support the planning and execution of community events, including coordinating with vendors for in-kind donations, managing event logistics with Facilities for tables, chairs, linens, and related needs, and assisting with event operations involving community members and high school research assistants.
• Assist with the development and distribution of event materials and communications, including program booklets, email campaigns, website updates, flyers, and coordination with communications partners to support event outreach and advertising efforts.
• Process and support financial and administrative transactions, including reimbursements, PCard submissions, invoices, vendor payments, and other routine financial activities while ensuring accuracy and compliance with organizational policies.
• Maintain effective communication with faculty, staff, vendors, community partners, and stakeholders while exercising sound judgment, handling confidential information appropriately, and supporting operational needs across multiple locations.

Administrative Associate Qualifications:

• 3 years of administrative experience, preferably within an academic institution, healthcare environment, or research setting.
• Experience providing administrative and operational support in a fast-paced environment, including calendaring, event coordination, and managing multiple competing priorities.
• Strong organizational, customer service, and interpersonal skills with the ability to interact professionally with faculty, staff, vendors, and external stakeholders.
• Excellent written and verbal communication skills, including the ability to draft professional correspondence and event-related communications.
• Experience processing financial transactions, including reimbursements, PCard transactions, invoices, and vendor payments.
• Familiarity with administrative and financial systems, including Oracle Financials, PCard transaction submissions, and reimbursement processing, is strongly preferred.
• Experience working in a university environment is strongly preferred.

Shift:

• Hybrid: 8:30 am to 5:30 pm (Can be discussed).