Administrative Associate 2

LeadStack Inc.•Stanford, CA

16h•Onsite

About The Position

The Administrative Associate 2 provides administrative or operational support under general supervision. The role responds to inquiries, serves as a resource on defined policies and procedures, coordinates events and document production, manages calendars and travel, processes routine financial transactions, and supports office operations and facilities. Depending on unit needs, the position may also support human resources transactions, maintain approved website content, guide student or contingent workers, and coordinate maintenance or office moves.

Requirements

High school diploma and three years of administrative experience, or a combination of education and relevant experience.
Proficient computer skills and demonstrated experience with office software and email applications.
Demonstrated success in following through and completing routine tasks.
Strong organizational skills and attention to detail.
Strong verbal and written communication skills.
Excellent customer service and interpersonal skills.
Ability to prioritize and multi-task.

Responsibilities

Respond to inquiries and determine and take appropriate action.
Serve as a resource regarding a defined set of policies and procedures.
Schedule, organize, and operate conferences, seminars, and events; recommend vendors, oversee production and distribution of materials, coordinate logistics, and liaise with internal and external vendors.
Draft and/or generate routine communications.
Coordinate production and dissemination of documents, including presentations, course handouts, grant proposals, conference and seminar materials, reports, brochures, and displays.
Plan and schedule calendars, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
Process and monitor routine financial transactions, including researching and resolving discrepancies.
Maintain office supplies and equipment and obtain vendor quotations as needed.
Coordinate office moves and serve as a point of contact for general maintenance, health and safety, and other facility concerns within the unit, as applicable.
Report incidents or potential safety problems to appropriate representatives and track completion of required training.
Maintain approved content on websites.
May provide human resources transactional support, such as time cards and I-9s, and/or faculty affairs support.
May guide and train student and/or contingent workers by scheduling, assigning, and prioritizing workloads, setting deadlines, and reviewing work quality and timeliness.
Coordinate and monitor completion of routine maintenance services.
Plan and coordinate office moves and/or minor renovation projects.
Work well with clients and external organizations, promote a culture of safety, and comply with applicable University policies and procedures, including the University's Administrative Guide.