Job Description

Administrative Associate - Office of Government Affairs 1394373

A leading university is seeking an Administrative Associate. The successful candidate will provide administrative or operational support to the partnership between the Office of Government Affairs (OGA) and the university. The Office coordinates and facilitates interactions with local, state and federal governments, as well as relationships with neighboring communities. It promotes the interests of the university’s faculty, students and staff through contact with public officials, involvement with national associations, tracking of pertinent legislation and lobbying on behalf of the university on a wide variety of issues from education and immigration to funding for the basic sciences. The ideal candidate has three years of administrative experience. The company offers a great work environment!

Administrative Associate Pay and Benefits:

• Hourly pay: $30/hr
• Worksite: Leading University (Stanford, CA 94305, Hybrid - Must be 3 days a week onsite)
• W2 Employment, Group Medical, Dental, Vision, Life, Retirement Savings Program, PSL
• 40 hours/week, 6 Month Assignment, Possible extension

Administrative Associate Responsibilities:

• 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, complex 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.
• Maintain a commitment to promoting and supporting an environment of diversity and inclusion.

Administrative Associate Qualifications:

• 3 years of administrative experience.
• High school diploma.
• Proficient computer skills and demonstrated experience with office software and email applications.
• Demonstrated success in following through and completing routine tasks.
• Strong organizational skills and attention to detail.
• Strong verbal and written communication skills.
• Excellent customer service and interpersonal skills.
• Ability to prioritize and multi-task, and handle a large volume of emails coming in rapidly every day.
• Robust ability to prioritize tasks and projects and should have a prioritization methodology.
• Strong time management skills and the ability to judge the importance and urgency of requests.
• Ability to self-manage and independently prioritize tasks.
• Strong adaptability, and interpersonal Skills

Shift:

• Monday to Friday from 8:00 am to 5:00 pm.

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