Administrative Associate III and HR

Avispa Technology•Stanford, CA

45d•Hybrid

About The Position

A leading university is seeking an Administrative Associate III and HR to provide administrative and HR support and act on behalf of department leadership while managing events, documentation, calendars, budgets, and office operations.

Requirements

5-8 years of administrative experience, or an equivalent combination of education and relevant experience.
Previous HR experience.
Experience using Smartsheet.
Advanced computer skills, including Microsoft Office Suite, Google Suite, and email applications.
Ability to lift/carry up to 10 lbs.

Responsibilities

Lead staff and supervise the work of student and temporary workers, including scheduling, assigning and prioritizing workloads, setting deadlines, reviewing work quality and timeliness, and providing performance review input.
Oversee and perform the scheduling, organization, and operation of complex conferences, seminars, and events, including coordinating vendor services, overseeing the production and distribution of materials, administering logistics, and managing events within budget.
Compose, draft, edit, and fact-check documents and correspondence for presentations, course handouts, grants, conferences, seminars, and reports, maintain accurate content across unit documents, displays, brochures, social media, and websites, and create complex reports and spreadsheets using specialized software and systems.
Oversee and process complex financial transactions, produce, monitor, and reconcile budget statements, research and resolve discrepancies, and assist with capital or special equipment requests and vendor selection.
Plan and schedule calendars, resolve calendaring conflicts, arrange travel in compliance with unit, university, and sponsor policies, coordinate and monitor routine maintenance services, and plan office moves and minor renovation projects.