Operations and Administrative Assistant

Avispa Technology•Stanford, CA

3d•Hybrid

About The Position

A leading university seeks an Operations and Administrative Assistant to provide administrative and operational support for a research institute. The role manages office space, building access, equipment, and property tracking across multiple buildings. It also supports shared communications, basic HR processes, and, as needed, student and postdoc services, travel and expense reimbursements, and purchasing card processes. This is a seven-month assignment paying $40 per hour, with W-2 employment and 40 hours per week. The hybrid schedule requires at least three days onsite each week, including Tuesday. Typical hours are 9:00 AM to 5:00 PM, with flexible start and end times.

Requirements

2–3 years of administrative experience.
Experience with Smartsheet and Google Workspace.

Responsibilities

Manage office assignments across multiple buildings for faculty, staff, postdocs, and visiting scholars; prepare offices for new arrivals and maintain floor plans and space records.
Coordinate facilities, building management, and IT work requests, and track requests through resolution.
Submit and track ID badge access requests, including 24/7 access; order, distribute, and log keys; and maintain records of access levels and key assignments.
Review badge access lists regularly and coordinate timely access, keys, and equipment for new hires, including temporary workers; collect keys, ID cards, and equipment from departing personnel in coordination with HR, building management, and IT.
Manage laptops, equipment, and property tracking.
Prepare basic reports on computer inventory, building access, and space management using tools such as Smartsheet and Google Workspace.
Manage the department shared inbox by monitoring, responding to, or routing requests and following up until resolved.
Draft emails to affiliates, inventory documents, and instructions for shared resources; make light edits to the institute's intranet pages.
Assist with basic HR transactions, including data collection, communications, and initiating onboarding and offboarding requirements.
May support student and postdoc services, travel and expense reimbursements, and purchasing card processes.