Administrative Associate 2

Avispa Technology•Stanford, CA

11h•Hybrid

About The Position

A leading university seeks an Administrative Associate 2 to provide administrative and operational support, including events, calendars, communications, financial transactions, and office operations. The role serves as a resource on a defined set of policies and procedures and provides transactional support across administrative, financial, human resources, and facilities activities. The position is a 3-month W-2 assignment with the possibility of extension, working 30 hours per week in a hybrid arrangement in Stanford, California.

Requirements

3–5+ years of administrative experience.
Bachelor’s degree.
Proficient computer skills, with demonstrated experience using office software and email applications.
Ability to occasionally lift up to 10 pounds.

Responsibilities

Respond to inquiries, determine appropriate actions, and serve as a resource on a defined set of policies and procedures.
Draft routine communications and coordinate the production and distribution of presentations, course handouts, grant proposals, conference materials, reports, brochures, and displays; maintain approved website content.
Schedule, organize, and run conferences, seminars, and events; recommend vendors, oversee materials, coordinate logistics, and liaise with internal and external vendors.
Plan and schedule calendars, resolve conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
Process and monitor routine financial transactions, research discrepancies, and resolve them.
Provide human resources transactional support, including time cards, I-9s, and faculty affairs support.
Maintain office supplies and equipment; obtain vendor quotations; coordinate routine maintenance, office moves, and minor renovation projects.
Serve as the point of contact for general maintenance, health and safety, and facility concerns; report incidents and track completion of required training.
Guide and train student and/or contingent workers by scheduling, assigning, and prioritizing workloads, setting deadlines, and reviewing work for quality and timeliness.