Administrative Assistant

Job Title: Administrative Operations Specialist

Duration:: 01-Jul-2026 - 22-Dec-2026

Location: Stanford, California 94305 – Hybrid

Minimum Pay Rate:28.96

Description:

Position Summary

seeking an experienced and highly independent Administrative Operations Specialist to provide comprehensive financial, administrative, travel, procurement, and operational support to a team of researchers and staff. This position requires a candidate who is already familiar with administrative systems and processes and can quickly assume responsibility for a high volume of transactions with minimal training or supervision.

The successful candidate will take end-to-end ownership of assigned tasks, ensuring all requests are completed accurately, proactively, and on time. This role is ideal for someone who is customer service-oriented, highly communicative, detail-focused, and capable of managing multiple priorities while providing exceptional support to faculty, researchers, and staff.

Key Responsibilities

Financial and Procurement Operations

● Create and manage purchase orders (POs) from initiation through payment completion.

● Establish new suppliers/vendors within systems.

● Submit invoices and monitor payment status to ensure timely processing.

● Track outstanding transactions and proactively follow up to resolution.

● Make authorized PCard purchases.

● Submit and reconcile PCard expenses, including collection and submission of required receipts and documentation.

● Coordinate and book TCard travel arrangements.

● Reconcile TCard expenses and submit required supporting documentation.

● Prepare and submit employee reimbursements for travel and approved business expenses.

● Process reimbursements related to research team purchases and activities.

● Ensure all purchases comply with policies and financial procedures.

● Maintain accurate transaction records and documentation.

Administrative and Research Support

● Provide general administrative support to researchers and staff.

● Serve as a resource for administrative processes and transaction-related questions.

● Coordinate and manage requests from multiple stakeholders.

● Monitor requests through completion and communicate status updates as needed.

● Maintain organized records and documentation.

Office Operations

● Assist with day-to-day office operations and facilities coordination.

● Provide office access support using designated master keys, as authorized.

● Submit work orders for maintenance, repairs, and facilities-related needs.

● Order office supplies and monitor inventory levels.

● Coordinate deliveries and office-related purchases.

● Ensure operational requests are completed in a timely manner.

● Schedule conference rooms and meeting spaces.

● Coordinate catering orders, beverages, and snacks for meetings and events.

● May assist with execution of departmental events, workshops, and gatherings as needed.

Requirements:

Required Experience

● Minimum 6-12 months of direct experience using administrative and financial systems (PCARD, TCARD, reimbursements, iProcurement, and others).

● Demonstrated experience processing purchase orders, reimbursements, travel transactions, invoices, supplier setups, and expense reconciliations.

● Experience supporting multiple stakeholders in a fast-paced administrative environment.

Required Skills

● Excellent customer service orientation and commitment to supporting faculty, researchers, staff, and visitors professionally.

● Exceptional written and verbal communication skills.

● Proven ability to independently manage tasks from initiation through completion.

● Strong organizational skills and attention to detail.

● Ability to prioritize competing requests and meet deadlines.

● Comfortable working in Slack, Microsoft Outlook, Google Docs, and Google Sheets.

● Positive attitude, strong judgment, and willingness to take initiative.

● Ability to work effectively both independently and as part of a team.