Title: Hybrid Administrative Associate III

Pay Rate Range: $35.00 - $43.00/hr. DOE
Employment Type: Contract 6 months
Schedule: Full-time, Monday Friday (Standard Day Shift)
Location: Stanford, CA (Hybrid minimum 3 days onsite per week)
Job Code: 1475926

Job Overview

Tekberry is seeking an experienced and highly organized Administrative Associate 3 to support our client, a world-renowned academic and research institution. This hybrid role provides advanced administrative and operational support with limited supervision and may include leading other administrative staff or temporary workers.

The ideal candidate demonstrates strong independent judgment, project ownership, and the ability to manage complex administrative functions including event coordination, financial oversight, calendaring, reporting, and office operations within a dynamic academic environment.

As a Tekberry W2 employee, you will have access to health benefits including medical, dental, and vision coverage (based on eligibility).

Key Responsibilities

Administrative Leadership & Operational Support

• Act on behalf of the supervisor, department manager, or chair in establishing priorities and resolving administrative issues.
• Independently identify and address operational challenges.
• May supervise day-to-day work of student and/or temporary workers, including scheduling, assigning tasks, prioritizing workloads, and reviewing work quality.
• Provide input into performance evaluations as appropriate.

Event & Conference Management

• Oversee and/or coordinate complex conferences, seminars, and events.
• Arrange vendor services and manage logistics including facilities, catering, materials production, and communications.
• Ensure events remain within established budgets.
• Oversee production and distribution of materials related to seminars, conferences, and presentations.

Executive Support & Calendaring

• Plan and manage complex calendars with minimal consultation.
• Resolve scheduling conflicts and prioritize meetings appropriately.
• Arrange domestic and international travel in compliance with university and sponsor policies.

Financial Management & Procurement

• Process and oversee complex financial transactions.
• Monitor and reconcile budget statements; research and resolve discrepancies.
• Assist with capital equipment or special purchase requests and vendor selection.
• Ensure compliance with university financial policies and procedures.

Reporting & Documentation

• Compose, draft, and substantially edit documents including reports, grants, course handouts, presentations, and correspondence.
• Perform detailed fact-checking and content review.
• Create and maintain reports and spreadsheets utilizing advanced software tools.
• Maintain and update unit documents, brochures, displays, social media content, and websites.

Facilities & Office Coordination

• Coordinate routine maintenance services and monitor completion.
• Plan and coordinate office moves and minor renovation projects.
• Maintain organized documentation and operational records.

Education & Experience (Required)

• High school diploma or GED required.
• Minimum of four (4) years of administrative experience, or a combination of education and relevant experience.

Knowledge, Skills, and Abilities (Required)

• Advanced computer skills and demonstrated proficiency with office software and email applications.
• Proven ability to follow through and complete projects independently.
• Excellent organizational skills and strong attention to detail.
• Strong written and verbal communication skills.
• Excellent customer service and interpersonal skills.
• Ability to prioritize, multi-task, and assign work to others.
• Ability to take initiative and exercise sound judgment in decision-making.
• Ability to manage multiple deadlines in a hybrid work environment.

Physical Requirements

• Constant desk-based computer work.
• Frequent sitting.
• Occasional standing/walking, reaching above shoulders, fine manipulation, telephone use, sorting/filing paperwork.
• Ability to lift/carry/push/pull objects up to 10 pounds.
• Rare bending, twisting, kneeling, or squatting.

Why Tekberry

Tekberry offers a $100 referral bonus for referrals resulting in successful placements.

Tekberry, Inc. is an Equal Opportunity Employer. Qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, disability, or any other protected category under applicable laws.

Tekberry, Inc. is a Certified Minority Business Enterprise (MBE) and Certified Disadvantaged Business Enterprise (DBE).

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