Administrative Associate ll

Administrative Associate

The Administrative Associate will support day-to-day administrative operations, faculty scheduling, financial processing, and community event planning while serving as a key point of coordination for internal and external stakeholders. This temporary role requires strong organizational skills, attention to detail, and the ability to manage multiple priorities simultaneously.

We're looking for someone who:

• Has a minimum of 3 years of administrative experience, preferably within an academic, healthcare, or research environment
• Demonstrates strong organizational, communication, and customer service skills
• Has experience managing calendars, coordinating meetings, and supporting multiple stakeholders
• Can draft professional correspondence and handle confidential information with discretion and sound judgment
• Has experience processing financial transactions, including reimbursements, invoices, vendor payments, and purchasing card reconciliations
• Is proficient with administrative systems and Microsoft Office applications
• Can successfully coordinate events, logistics, and communications initiatives
• Works independently while effectively managing competing priorities and deadlines
• Has prior experience with Stanford administrative and financial systems, including Oracle Financials, PCard transactions, and reimbursement processing (preferred)
• Has previous experience supporting faculty members in an academic environment (preferred)
• Has experience working with minors in educational, research, or community-based programs (preferred)

What you'll do:

• Provide administrative support to faculty members, including complex calendaring and meeting coordination
• Manage day-to-day administrative operations and general office support activities
• Process reimbursements, purchasing card transactions, invoices, and other routine financial transactions
• Coordinate vendor communications and solicit in-kind donations for community events
• Partner with Facilities and other service providers to arrange event logistics, including tables, chairs, linens, and equipment
• Assist with the development and production of program booklets, event materials, and supporting documentation
• Support event advertising and outreach efforts through email campaigns, website updates, flyers, and communications coordination
• Serve as a liaison between faculty, staff, vendors, and community partners
• Track deadlines, maintain records, and ensure timely completion of assigned projects
• Provide support for community events involving high school research assistants and other participants
• Assist with special projects and additional administrative initiatives as assigned

Why you'll love working here:

Weekly pay Paid sick leave Health, vision, dental, pet insurance, and more