Administrative Operations Specialist

Description:
Position Summary
Seeks an experienced and highly independent Administrative Operations Specialist to provide comprehensive financial, administrative, travel, procurement, and operational support to a team of researchers and staff. This position requires a candidate who is already familiar with administrative systems and processes and can quickly assume responsibility for a high volume of transactions with minimal training or supervision.

The successful candidate will take end-to-end ownership of assigned tasks, ensuring all requests are completed accurately, proactively, and on time. This role is ideal for someone who is customer service-oriented, highly communicative, detail-focused, and capable of managing multiple priorities while providing exceptional support to faculty, researchers, and staff.

Key Responsibilities
Financial and Procurement Operations
Create and manage purchase orders (POs) from initiation through payment completion.
Establish new suppliers/vendors within systems.
Submit invoices and monitor payment status to ensure timely processing.
Track outstanding transactions and proactively follow up to resolution.
Make authorized PCard purchases.
Submit and reconcile PCard expenses, including collection and submission of required receipts and documentation.
Coordinate and book TCard travel arrangements.
Reconcile TCard expenses and submit required supporting documentation.
Prepare and submit employee reimbursements for travel and approved business expenses.
Process reimbursements related to research team purchases and activities.
Ensure all purchases comply with policies and financial procedures.
Maintain accurate transaction records and documentation.

Administrative and Research Support
Provide general administrative support to researchers and staff.
Serve as a resource for administrative processes and transaction-related questions.
Coordinate and manage requests from multiple stakeholders.
Monitor requests through completion and communicate status updates as needed.
Maintain organized records and documentation.

Office Operations
Assist with day-to-day office operations and facilities coordination.
Provide office access support using designated master keys, as authorized.
Submit work orders for maintenance, repairs, and facilities-related needs.
Order office supplies and monitor inventory levels.
Coordinate deliveries and office-related purchases.
Ensure operational requests are completed in a timely manner.
Schedule conference rooms and meeting spaces.
Coordinate catering orders, beverages, and snacks for meetings and events.
May assist with execution of departmental events, workshops, and gatherings as needed.

Requirements:
Required Experience
Minimum 6-12 months of direct experience using administrative and financial systems (PCARD, TCARD, reimbursements, iProcurement, and others).
Demonstrated experience processing purchase orders, reimbursements, travel transactions, invoices, supplier setups, and expense reconciliations.
Experience supporting multiple stakeholders in a fast-paced administrative environment.

Required Skills
Significant systems experience and the ability to navigate administrative processes with minimal guidance.
Excellent customer service orientation and commitment to supporting faculty, researchers, staff, and visitors professionally.
Exceptional written and verbal communication skills.
Proven ability to independently manage tasks from initiation through completion.
Strong organizational skills and attention to detail.
Ability to prioritize competing requests and meet deadlines.
Comfortable working in Slack, Microsoft Outlook, Google Docs, and Google Sheets.
Positive attitude, strong judgment, and willingness to take initiative.
Ability to work effectively both independently and as part of a team.

Preferred Qualifications
Associates degree preferred but not required.
Additional administrative, financial, or operations experience within strongly preferred.

Top Priorities for Success in This Role
Significant experience working in systems and processes.
Strong customer service mindset and professionalism.
Excellent communication skills, responsiveness, and follow-through.

Additional Information
Candidate must be able to work independently with minimal supervision.
Candidate is expected to proactively identify issues, communicate status updates, and ensure tasks are completed accurately and on time.
Reliability, accountability, and end-to-end ownership of responsibilities are essential for success in this role.

This version is intentionally written to screen for experienced administrators and discourage applicants who would require substantial onboarding or training.

Number of hours per week:40 hours/wk.
Shift timing/schedule:8am-5pm M-F
Will the resource be working with minorsNo
How many years of experience are requiredAt least 1 year working with
Will this role extend or possibly convert to a FTE Yes, may consider extension or conversion-Yes
Location Address: Gates building (353 Jane Way, CA 94503) on main campus.
Remote/onsite/hybrid: Hybrid -(3 days per week in office at least)