Administrative Associate

Administrative Associate 1509602

• Hourly pay: $30/hr
• Worksite: Leading university (Stanford, CA 94305 - Onsite)
• W2 Employment, Group Medical, Dental, Vision, Life, Retirement Savings Program, PSL
• 40 hours/week, 3 Month Assignment

A leading university is seeking an Administrative Associate to provide administrative and operational support by managing communications, processing invoices and financial records, coordinating purchasing and travel, maintaining tracking systems, supporting meetings, and assisting departmental operations in a fast-paced environment.

Administrative Associate Responsibilities:

• Provide daily administrative support by monitoring department email inboxes and hotline communications, routing inquiries to appropriate team members, maintaining Smartsheet tracking logs, following up to ensure timely resolution, and supporting general office communications.
• Process invoices, purchase requests, purchase card transactions, travel arrangements, utility payments, blanket purchase orders, requisitions, and financial documentation while maintaining tracking systems, monitoring approval workflows, coordinating with project managers and finance teams, and resolving discrepancies.
• Maintain administrative reports and operational records by monitoring timecards, reviewing dashboards, updating spreadsheets, preparing presentations, supporting meeting materials, processing mail and office supply orders, and utilizing Microsoft Excel, PowerPoint, Smartsheet, and related administrative systems.
• Coordinate recurring operational activities including safety meetings, monthly meetings, certification support, vendor correspondence, payment documentation, and cross-functional administrative support for engineering, finance, and operational teams while ensuring deadlines are met.
• Assist with general office operations by providing organized, detail-oriented support, responding to changing priorities, maintaining accurate records, and collaborating with internal stakeholders to improve administrative efficiency.

Administrative Associate Qualifications:

• Experience providing administrative, office, operations, or project coordination support in a professional environment.
• Proficiency with Microsoft Excel, PowerPoint, Outlook, and other Microsoft Office applications, with experience maintaining spreadsheets, reports, and presentations.
• Experience using Smartsheet, invoice processing systems, procurement tools, or similar administrative software is preferred.
• Experience supporting purchasing, invoicing, requisitions, travel coordination, timekeeping, financial tracking, or general office administration.
• Strong organizational, communication, multitasking, customer service, problem-solving, and time management skills with exceptional attention to detail and the ability to prioritize multiple responsibilities.
• Demonstrated reliability, professionalism, adaptability, and ability to work independently while collaborating effectively with cross-functional teams.

Shift:

• Onsite, but possibility of 1 remote day per week after approximately 3 months.
• Monday to Friday, 7:00 AM to 3:30 PM (with some flexibility)

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