Administration Assistant

Title: Administrative Associate

Location: Palo Alto, CA (Hybrid 1-2 days remote)

Compensation: $35 - $40 an hour on W2

Duration: 06 months contract

Seeking an Administrative Associate 3 to provide administrative or operational support working under general supervision.  The Administration team in the Department of Radiology is a tight-knit supportive team dedicated to providing high-level support to our world-class faculty.  We are seeking an Administrative Associate 3 (AA3) to provide administrative and operational support to the department and faculty. The AA3 is responsible for managing a wide array of administrative tasks. We are looking for a pro-active self-starter with a great attitude who is resilient and resourceful, adapts well to new tasks and changing circumstances, and fits well into a workplace culture shaped by diverse perspectives, unique experiences, and inclusiveness.

Responsibilities

Core Duties:

·                     Respond to inquiries and determine and take appropriate action as required. Serve as a resource regarding a defined set of policies and procedures.

·                     Perform duties associated with scheduling, organizing, and operating conferences, seminars, and events, including recommending vendors for services, overseeing the production and distribution of materials, coordinating logistics, and serving as liaison with internal and external vendors.

·                     Draft and/or generate routine communications; coordinate production (formatting, copying, etc.) and dissemination of documents, such as presentations, course handouts, grant proposals, conference and seminar materials, reports, brochures, and displays.

·                     Plan and schedule calendar(s) based on consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.

·                     Process and monitor routine financial transactions, which may include researching and resolving discrepancies.

·                     Maintain office supplies and equipment; obtain vendor quotations, as needed. Coordinate office moves.

·                     May serve as the point of contact for general maintenance, health and safety, and other facility concerns within the unit(s); report any incidents or potential safety problems to appropriate representatives. Track completion of required training.

·                     Maintain approved content on websites.

·                     May perform human resources transactional support, e.g. time cards, I9s, and/or faculty affairs support.

·                     May guide and train student and/or contingent workers including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, and reviewing work for quality and timeliness.

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