Maxonic maintains a close and long-term relationship with our direct client. In support of their needs, we are looking for a Temp Administrative Specialist

Job Description:

Job Title: Temp Administrative Specialist

Job Type: Contract

Job Location: Stanford, CA - 94305 USA

Work Schedule: On-site

Pay rate: $23.03-$24.25

JOB DESCRIPTION:

Working in a fast-paced environment, the Administrative Specialist serves as an information hub, and problem-resolution resource at the front desk and will interact with a wide variety of researchers, ensuring the highest quality customer service. The position provides administrative and operational support working under general supervision.

CORE DUTIES*:

● Ensure a positive organizational image by providing courteous, friendly and efficient service to all visitors and staff. Respond to inquiries, and determine and take appropriate action as required. Serve as a resource regarding a defined set of policies and procedures.

● 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.

● Assist with daily reading room operations, staff the registration desk, and enforce reading room rules and security.

● Perform office duties including, but not limited to, handling incoming and outgoing mail, entering data into basic tables/in-house software, reports or spreadsheets, and making copies.

● Maintain approved content on websites.

● 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.

● May perform human resources transactional support, e.g. time cards, I9s, and/or faculty affairs support.

● May serve as the point of contact for general maintenance, health and safety, and other facility concerns within the Hoover Library & Archives; report any incidents or potential safety problems to appropriate representatives. Track completion of required training.

● 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.

● 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.

● Plan and schedule calendar(s) based on consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.

* The job duties listed are typical examples of work performed by positions in this job classification and are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. Specific duties and responsibilities may vary depending on department or program needs without changing the general nature and scope of the job or level of responsibility. Employees may also perform other duties as assigned.

MINIMUM REQUIREMENTS:

Education & Experience:

High school diploma and three years of administrative experience, or combination of education and relevant experience required. Relevant experience or interest in cultural heritage institutions (e.g. a library, archives, or museum) preferred.

Knowledge, Skills, and Abilities:

● 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.

Desired/Preferred Knowledge, Skills and Abilities:

● Capacity to work collaboratively in a fast-paced environment with the flexibility to adjust to changes and reprioritizations.

● Ability to take initiative and ownership of projects.

● Ability to exercise sound judgment in making decisions.

● Interest in and/or ability to learn primary source research practices and twentieth and twenty-first century history.

Certifications and Licenses:

● None

PHYSICAL REQUIREMENTS*:

● Constantly perform desk-based computer tasks.

● Work with files and books and in places that may be dusty.

● Occasionally stand/walk, reach/work above shoulders, grasp lightly/fine manipulation, grasp forcefully, use a telephone, sort/file paperwork or parts, writing by hand, kneel/crawl, climb (ladders, scaffolds, or other), squat, lift/carry/push/pull objects that weigh up to 10 pounds.

● Must be able to push and maneuver a fully-loaded cart weighing up to 650 pounds that requires an initial push force up to 50 pounds. Ability to lift 40 pound boxes or bundles safely.

* - Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of the job.

WORKING CONDITIONS:

● Routinely works in a public, academic setting.

● May work in confined spaces and at heights 4-10 feet; be exposed to dust and mold; work extended hours, evenings and weekends.

● This position is an onsite based on the company main campus.

About Maxonic:

Since 2002 Maxonic has been at the forefront of connecting candidate strengths to client challenges. Our award winning, dedicated team of recruiting professionals are specialized by technology, are great listeners, and will seek to find a position that meets the long-term career needs of our candidates. We take pride in the over 10,000 candidates that we have placed, and the repeat business that we earn from our satisfied clients.

Interested in Applying?

Please apply with your most current resume. Feel free to contact Jaspreet Singh (Jaspreet.s@maxonic.com/ (510) 613-4990) for more details