Administrative Associate ll

Description:

Prior experience and familiarity with systems such as Oracle Financials, PCard transaction submissions, and reimbursement processing are required.

Support for community events, including:

• Reaching out to vendors for in-kind donations (food, supplies, etc.)
• Coordinating with Facilities for tables, chairs, linens, and other logistics
• Assisting with the development of the program booklet and event materials
• Supporting event advertising and outreach (email campaigns, website updates, flyers, and coordination with communications partners)

As this is a level 2 role, the individual would also provide administrative support to three faculty members, including calendaring and general administrative coordination.

Requirements:

• Location Address: 750 Welch Road, Palo Alto, CA, and 1701 Page Mill Road, Palo Alto, CA
• Remote/onsite/hybrid: Hybrid
• Duration of project (start and end date): 3 months
• Full-time or part-time: Full-time
• Number of hours per week: 40 Hours
• Shift timing/schedule: 8:30 AM to 5:30 PM, can discuss with candidate
• Will the resource be working with minors? Yes, for our community events and high school research assistants
• How many years of experience are required? A minimum of 3 years of administrative experience, preferably in an academic institution

Top 3 requirements to hire:

• Minimum of 3 years of administrative experience: Experience providing administrative and operational support in a fast-paced academic, healthcare, or research environment, including calendaring, event coordination, and managing competing priorities.
• Strong organizational, communication, and customer service skills: Demonstrated ability to manage complex schedules, draft professional communications, interact effectively with faculty and stakeholders, and handle sensitive or confidential information with discretion and sound judgment.
• Financial systems experience: Experience processing routine financial transactions (e.g., reimbursements, PCard, invoices, vendor payments) and proficiency with administrative systems. Prior experience with financial and administrative systems is strongly preferred.