Administrative Associate 4
Administrative Associate 4
Posted on :
17-10-2024
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Job Description
Job Title: Administrative Associate 4
Location: Palo Alto CA 94305
Duration: 4 Months
Schedule: Mon and Tuesday 96PM in the office Wednesday Friday 96 work from home
Summary:
- Act on behalf of the supervisor department manager or chair in regard to establishing priorities and identifying and resolving problems that are administrative in nature. Triage requests for faculty time.
- Oversee and/or perform duties associated with scheduling organizing and operating complex conferences seminars and events including arranging with vendors for services overseeing the production and distribution of materials administering logistics and managing event within budget. Responsible for logistics of conferences seminars and other events.
- Compose and draft documents and correspondence for presentations course handouts grants conferences seminars and reports; perform substantial editing and fact checking. Create maintain modify and/or ensure accuracy of content in various unit documents displays reports brochures social media and/or websites.
- Plan and schedule calendar(s) with limited consultation resolve calendaring conflicts and arrange travel in compliance with unit university and sponsor policies. Support two faculty in scheduling meetings events and travel.
- Create complex reports and spreadsheets which may utilize specialized software and systems.
- Oversee and/or process a variety of complex financial transactions; produce monitor and reconcile budget statements; research identify and resolve discrepancies. May assist with capital or special equipment requests and/or vendor selection. The Administrative Associate will submit financial transactions which will include buying/paying and complex travel reimbursements.
- Coordinate and monitor routine maintenance services completion. Plan and coordinate office moves and/or minor renovation projects.
Education & Experience:
- High school diploma and six years of administrative experience or combination of education and relevant experience.
Knowledge Skills & Abilities:
- Knowledge about financial processes and generally accepted accounting procedures. A special preference for candidates with existing knowledge of specific financial systems notably Oracle and/or FFIT.
- Demonstrated ability to prioritize own work and multitask.
- Demonstrated excellent organizational skills.
- Demonstrated ability to take initiative and ownership of projects.
- Unwavering emotional intelligence a growth mindset and eagerness to collaborate with faculty trainees and administrative staff of all levels to ensure GLAMs success.
- Firm commitment to confidentiality of information.
- Ability to communicate effectively both orally and in writing.
- Ability to routinely and independently exercise sound judgment in making decisions.
- Demonstrated experience working independently and as part of a team.
Employment Type
Full Time
Key Skills
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