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Administrative Assistant

1 month ago

Palo Alto, United States Avispa Technology Full time

Administrative Assistant - School of Medicine 1338834 A leading university is seeking an Administrative Assistant - School of Medicine to support the School of Medicine. The successful candidate will 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. The ideal candidate has four-plus years of related experience working in an academic environment. The company offers a great work environment Administrative Assistant - School of Medicine Pay and Benefits: • Hourly pay: $40/hr • Worksite: Leading University (Palo Alto, CA 94305 - Hybrid, 4 days onsite) • W2 Employment, Group Medical, Dental, Vision, Life, Retirement Savings Program, PSL • 40 hours/week, 2-3 Month Assignment, Possible extension/conversion Administrative Assistant - School of Medicine Responsibilities: • Act on behalf of the supervisor, department manager, or chair in regards to establishing priorities and identifying and resolving problems that are administrative in nature. • 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. • 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. • 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. • Coordinate and monitor routine maintenance services completion. Plan and coordinate office moves and/or minor renovation projects. • May lead staff or supervise day-to-day work of student and/or temporary workers, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, reviewing work for quality and timeliness, and providing performance review input. Administrative Assistant - School of Medicine Qualifications: • 4+ years of administrative experience in an academic environment. • Professional and team player. Administrative Assistant - School of Medicine Shift: • Monday to Friday from 8:00 am to 5:00 pm.