Job Title: Administrative Operations Specialist
Location: Stanford, CA
Duration: 6 months
Pay Rate: $25/hr - $28/hr (DOE) 

The Planet Group is seeking 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. 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.

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.

• 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
  • Associate's degree preferred but not required.
• 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.