Administrative Associate 3

Administrative Associate 3 1517590

• Hourly Pay: $35/hr
• Worksite: Leading university (Palo Alto, CA 94304 - Hybrid)
• W2 Employment, Group Medical, Dental, Vision, Life, Retirement Savings Program, PSL
• 40 hours/week, 3 Month Assignment (With possibility of conversion)

A leading university seeks an Administrative Associate 3 to provide event, calendar, travel, and financial support to faculty within a medical school division.

Administrative Associate 3 Responsibilities:

• Schedule, organize, and run conferences, seminars, and events, including recommending vendors, overseeing materials, coordinating logistics, planning division and section retreats, preparing presentation slides, setting up video conferencing, booking travel and event spaces, coordinating virtual and in-person faculty candidate interviews, and helping new faculty with onboarding and university systems.
• Plan and manage faculty calendars, resolve scheduling conflicts, book conference rooms, share locations and directions, and arrange travel in line with unit, university, and sponsor policies.
• Process and monitor routine financial transactions and resolve discrepancies, including travel and general reimbursements for assigned faculty, P-card purchases, and contracting with vendors and affiliated organizations.
• Draft routine communications and prepare documents such as presentations, handouts, grant proposals, reports, and brochures for multiple faculty members, and keep the division's website content up to date.
• Order and track supplies and invoices, get vendor quotes, coordinate office moves, track office issues, and perform other duties as assigned.

Administrative Associate 3 Qualifications:

• 2-3 years of administrative experience, or an equivalent combination of education and experience.
• Bachelor's degree is preferred.
• Experience working with senior leadership.
• Event planning experience.
• Strong computer skills with office software and email, including Microsoft Excel.
• Must be local and flexible to commute to campus.
• Ability to perform constant desk-based computer work and occasionally lift up to 10 pounds.
• Prior experience in higher education is preferred.

Shift:

• 7:30 AM to 4:00 PM.
• Hybrid, up to 2 days onsite.

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