650 941-5115 Mon - Fri 8:00 am to 5:00 pm.

ADMINISTRATIVE COORDINATOR 3

  • Location:
  • Salary:
    negotiable
  • Job type:
    Contract to Hire
  • Posted:
    4 weeks ago
  • Category:
    Administrative/Office
  • Deadline:
    July 15, 2023
  • Job Level:

ADMINISTRATIVE ASSOCIATE 3

$33.00-$43.00 PER HOUR

PALO ALTO, CA

Our Client is seeking an Administrative Associate 3 to provide administrative or operational support with limited supervision. May be responsible for leading other administrative staff or subordinates.  This position will require 3 days a week on-site at our clients main campus, with flexibility to adjust for departmental needs.

Duties include*: 

  • 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.

*- Other duties may also be assigned.

The position of Administrative Coordinator holds primary responsibility for effectively managing the schedules related to Fiscal Affairs. Discretion and confidentiality are of utmost importance in this role. The ideal candidate should demonstrate the ability to exercise absolute discretion, good judgment, and take initiative when required.  A successful candidate will possess self-motivation, quick thinking, flexibility, exceptional organizational skills, and unwavering attention to detail. Furthermore, due to the nature of this position, a warm and highly professional demeanor is crucial.

DESIRED QUALIFICATIONS:

  • Two-year college degree or greater is highly preferred.
  • Interpersonal and communication skills to work with physicians, faculty, staff and students with tact and diplomacy.
  • Fantastic written skills, ensuring the purpose/main ideas/thesis is always clearly stated in documents.
  • Familiarity with both a MAC and PC. Must be proficient with Word, Excel, PowerPoint, Outlook, Google Suite, and Smarsheets, and have the ability to use various online software tools (e.g., Lucidchart, Mural, etc.).
  • Ability to prioritize, multi-task, set goals and expectations, and meet deadlines.  Effectively communicating variance to deadlines or expectations when necessary.
  • Project management skills to ensure deadlines are met. Understanding of the demands of executive-level positions and the ability to meet these demands with tact and diplomacy.
  • Ability to take precautions and understand the importance of projects/tasks that may be under privacy and/or a Non-Disclosure Agreement (NDA).
  • Advanced gathering skills and interrogation skills.
  • Ability to work independently – self-starter and proactive.
  • Excellent communication, conflict management, collaboration, and influencing skills.

EDUCATION & EXPERIENCE (REQUIRED):

High school diploma and four years of administrative experience, or a combination of education and relevant experience.

KNOWLEDGE, SKILLS AND ABILITIES (REQUIRED):

  • Advanced computer skills and demonstrated experience with office software and email applications.
  • Demonstrated success in following through and completing projects.
  • Excellent organizational skills and attention to detail.
  • Strong verbal and written communication skills.
  • Excellent customer service and interpersonal skills.
  • Ability to prioritize, multi-task, and assign work to others.
  • Ability to take initiative and ownership of projects.
  • Ability to routinely and independently exercise sound judgment in making decisions.

For immediate consideration, please apply!

Option 1 Staffing is an award-winning, statewide, recognized leader in staffing and recruiting, specializing in placing the highest caliber of Non-Clinical Healthcare, Information Technology, Supply Chain, Administrative/Office, and Accounting/Finance professionals in contract and direct-hire opportunities. We work with top and emerging companies in the Technology and Healthcare industry.

We Offer:

  • Excellent opportunity to work for an outstanding, large, and growing company!
  • Renown Healthcare Organization – Huge career growth potential!
  • Awesome Benefits!
  • Excellent salary!
  • Medical Insurance
  • 401K

“Best of Staffing Award”

Best of Staffing Award is the only award in the U.S. that recognizes staffing agencies that have proven superior service quality based entirely on ratings provided by their clients and job candidates. Award winners make up less than 2% of all staffing agencies in North America.

“Top Performer Award”

Top Performer Award by Workforce Logiq highlights high-performing staffing companies who are chosen based on a variety of criteria critical to our clients’ satisfaction, including customers serviced, cycle time, submittals per requisition, percentage of submittals hired, program compliance, fill ratio, and more.

Member American Staffing Association Since 1991.

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