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Administrative Associate 3

Stanford University

Stanford, CAJobSeen 1w agoSeen in employer's feed 3 days ago

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At a glance

Compensation
No compensation found
Location
Stanford, CA
Work Authorization
Not specified

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Job overview

Stanford University seeks an Administrative Associate 3 to provide operational and administrative support with limited supervision, serving as primary contact for MCHRI, managing event logistics, executive calendars, travel arrangements, SOPs, reporting tools, financial transactions, office operations, and facility maintenance.

Skills & qualifications

RequiredNice to have

Skills

Administrative Point of ContactEvent Logistics ManagementExecutive Calendar ManagementTravel CoordinationSOP DevelopmentExcelSmartsheetREDCapOracleOracle FinancialsPCard VerificationFacility Maintenance OversightIT Hardware/Software SetupSupply Inventory ManagementEmergency Preparedness Documentation

Full job description

Job Description

Stanford University is seeking an Administrative Associate 3 to provide administrative or operational support with limited supervision. May be responsible for leading other administrative staff or subordinates.

Duties include:

  • Serve as the primary administrative point of contact for MCHRI, independently triaging and resolving a high volume of operational, grant, and membership inquiries with minimal escalation

  • Manage end-to-end logistics for major, complex events, coordinating vendors, venues, materials, and event budgets.

  • Manage complex executive calendars for MCHRI leadership, resolving scheduling conflicts and coordinating multi-stakeholder meetings.

  • Coordinate travel arrangements for staff, faculty, visiting speakers, and guests using Egencia in compliance with university and sponsor policies.

  • Develop, edit, and maintain unit operational SOPs and listserv distributions.

  • Maintain complex reporting tools and database logs using Excel, Smartsheet, REDCap, and Oracle to track operational metrics, software licenses, and grant award milestones.

  • Process complex financial transactions via Oracle Financials (honoraria, reimbursements, purchase orders) and serve as departmental verifier for PCard and TCard accounts.

  • Oversee day-to-day office operations, facility maintenance requests, IT hardware/software setups for onboarding personnel, supply inventory, and emergency preparedness documentation.

* - Other duties may also be assigned

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