Administrative Operations Specialist

Avispa Technology•Stanford, CA

9h•Hybrid

About The Position

A leading university seeks an Administrative Operations Specialist to provide comprehensive financial, procurement, travel, administrative, and office operations support to researchers and staff. This role requires an experienced university administrator who can independently manage high-volume transactions, navigate the university's systems with minimal supervision, and ensure requests are completed accurately, efficiently, and in compliance with policies.

Requirements

1+ year of direct experience working with a university's administrative and financial systems.
Experience processing university purchase orders, reimbursements, travel transactions, invoices, supplier setups, expense reconciliations, PCard transactions, and TCard transactions.
Experience supporting multiple stakeholders in a fast-paced administrative environment.
Proficiency with Slack, Microsoft Outlook, Google Docs, and Google Sheets.

Nice To Haves

An associate’s degree is preferred.
Additional administrative, financial, or operations experience within a University is preferred.

Responsibilities

Manage the full lifecycle of financial and procurement transactions, including purchase orders, supplier setup, invoice processing, PCard and TCard transactions, travel arrangements, expense reconciliations, reimbursements, payment tracking, and maintaining accurate financial documentation.
Provide administrative support to researchers and staff by coordinating requests, answering process-related questions, monitoring tasks through completion, maintaining records, and communicating status updates to stakeholders.
Support office operations by coordinating facilities requests, submitting work orders, managing office supplies and inventory, handling deliveries, scheduling conference rooms, and ensuring operational needs are addressed promptly.
Coordinate meeting and event logistics, including catering orders, refreshments, room reservations, and support for departmental workshops, events, and gatherings as needed.
Independently manage multiple priorities, proactively identify and resolve issues, ensure compliance with university policies and procedures, and provide exceptional customer service to faculty, researchers, staff, and visitors.