Administrative Associate

Administrative Associate 1430037:

• Hourly pay: $30/hr
• Worksite: Leading university (Stanford, CA 94305 - Hybrid)
• W2 Employment, Group Medical, Dental, Vision, Life, Retirement Savings Program, PSL
• 40 hours/week, 9 Month Assignment

A leading university is seeking an Administrative Associate. The successful candidate will play a vital role in supporting the Division of Pain Medicine by managing administrative and financial tasks to ensure efficient day-to-day operations. This includes processing human subject payments, handling orders and invoices, tracking and following up on payments, and coordinating travel arrangements. The ideal candidate has strong organizational skills, attention to detail, and effective communication abilities to thrive in a dynamic research environment. The company offers a great work environment!

Administrative Associate Responsibilities:

• Process payments to human subjects participating in research studies in compliance with institutional policies and ethical guidelines
• Maintain accurate and confidential records of participant payments and related documentation.
• Process and track orders for research supplies and materials
• Ensure timely procurement and adherence to budgetary constraints
• Collaborate with vendors and internal departments to resolve order-related issues
• Review, process, and track invoices related to research activities
• Ensure the accuracy and timely payment of all invoices
• Work closely with the finance administrative lead to reconcile discrepancies
• Maintain organized and up-to-date financial records
• Monitor the status of orders and payments
• Provide regular updates to the finance administrative lead
• Address delays or issues promptly
• Use internal tracking systems to manage follow-up on outstanding payments and orders
• Coordinate travel logistics for research team members (Book flights, accommodations, and transportation by the company's policies)
• Ensure all travel is properly documented and compliant with institutional guidelines

Administrative Associate Qualifications:

• 2+ years of relevant experience in an administrative role.
• Strong organizational skills and attention to detail
• Experience with travel coordination and financial tracking
• Excellent written and verbal communication skills
• Ability to work independently and follow up on outstanding tasks
• Proficiency in using internal systems and maintaining accurate records