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 logisticsAssisting with the development of the program booklet and event materialsSupporting 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, CARemote/onsite/hybrid: HybridDuration of project (start and end date): 3 monthsFull-time or part-time: Full-timeNumber of hours per week: 40 HoursShift timing/schedule: 8:30 AM to 5:30 PM, can discuss with candidateWill the resource be working with minors? Yes, for our community events and high school research assistantsHow many years of experience are required? A minimum of 3 years of administrative experience, preferably in an academic institutionTop 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.