Office & Admin jobs in East Palo Alto, CA - Page 8Create job alerts

Job Description Schedule: Hybrid 3x week on site The Divison of Hospital Medicine in the Department of Medicine is seeking a highly motivated and talented Administrative Team Lead (Administrative Associate 4). Under the general direction of the Assistant Division Manager, the Administrative Team Lead will supervise a team of three Administrative Associate 2s who support the day-to-day administrative and operational needs of the Division, in addition to providing complex administrative support to the Senior Leadership team, which consists of two Division Co-Chiefs, the Associate Chief, and the Administrative Division Director. The Administrative Team Lead will spearhead Division communications, event planning, and space allocation, direct the activities of an administrative team, independently manage Senior Leadership calendars, proactively identify and mitigate administrative issues, and create process improvements. The candidate must be highly organized, detail oriented, able to multi-task, and work independently under limited supervision. This exciting opportunity will require excellent judgement, communication, organization, time management, leadership and interpersonal skills, and the ability to take initiative. The successful candidate will work as part of a collaborative team and contribute to a positive and productive work culture. Our Division is comprised of 130 faculty members (and growing) spanning 5 diverse clinical sections, across 3 facilities in the Bay Area ( Health Care, Sequoia Hospital, and Tri-Valley). We are committed to excellence in clinical inpatient medicine, medical education, quality improvement, patient safety initiatives, and a broad research portfolio ranging from COVID-19 clinical trials to informatics and AI. 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 research 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) without prior 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. Make recommendations based on reports. 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. Positions at this level also include one or more of the following duties: In conjunction with financial lead and/or principal investigator, assist with sponsored project research proposal submissions and post award administration. Responsible for leading the administrative functions of a program or unit. Perform human resources transactional support and/or faculty affairs support; coordinate or manage the visa process. Serve as building coordinator. Oversee or supervise day-to-day work of other administrative or support staff, 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. Desired Qualifications: 2 or more years of prior supervisory experience. Exceptional organizational skills and attention to detail and accuracy. Demonstrated ability to prioritize own work, multitask, and respect deadlines. Excellent written, oral, and interpersonal communication skills. Personal effectiveness and credibility. Bachelors Degree Requirements: Top 3 requirements to hire Prior experience supervising administrative associates (ideally 2+ years) A bachelors degree Preferably prior work experience at or Health Care (SHC), though we are willing to compromise on this requirement if the candidate has particularly strong supervisory experience. Knowledge, Skills, And Abilities (Required): Advanced computer skills and demonstrated experience with office software and email applications. Proven success in following through and completing projects. Excellent organizational skills and attention to detail. Excellent 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. Physical Requirements: Constantly perform desk-based computer tasks. Frequently sitting. Occasionally stand/walk, reach/work above shoulders, grasp lightly/fine manipulation, grasp forcefully, use telephone, sort/file paperwork or parts, lift/carry/push/pull objects that weigh up to 10 pounds. Rarely twist/bend/stoop/squat, kneel/crawl.

Job Description At Commure, our mission is to simplify healthcare. We have bold ambitions to reimagine the healthcare experience, setting a new standard for how care is delivered and experienced across the industry. Our growing suite of AI solutions spans ambient AI clinical documentation, provider copilots, autonomous coding, revenue cycle management and more — all designed for providers & administrators to focus on what matters most: providing care. Healthcare is a $4.5 trillion industry with more than $500 billion spent annually on administrative costs, and Commure is at the heart of transforming it. We power over 500,000 clinicians across hundreds of care sites nationwide – more than $10 billion flows through our systems and we support over 100 million patient interactions. With new product launches on the horizon, expansion into additional care segments, and a bold vision to tackle healthcare's most pressing challenges, our ambition is to move from upstart innovator to the industry standard over the next few years. Backed by world-class investors including General Catalyst, Sequoia, Y Combinator, Lux, Human Capital, 8VC, Greenoaks Capital, Elad Gil, and more, Commure has achieved over 300% year-over-year growth for the past two years and this is only the beginning. Healthcare's moment for AI-powered transformation is here, and we're building the technology to power it. Come join us in shaping the future of healthcare. About the Role As our Operations Associate/Sr. Associate, Air Data Migrations, you will own the end-to-end process of migrating customer data from legacy EMRs into Athelas Air. You’ll blend deep technical know-how with strong program management and customer-facing skills, ensuring data integrity, timely delivery, and a world-class onboarding experience. Read more about Air! This full-time position requires working 5 days a week in our Mountain View, CA office. What You'll Do * Lead Migration Strategy & Planning * Assess customer’s existing EMR data model, reporting schemas, and integration capabilities * Define scope, timelines, resourcing, and risk mitigation plans * Data Mapping & Transformation * Collaborate with engineering and product to develop data mapping specifications (e.g., HL7 → FHIR, flat-file to JSON) * Oversee extraction, transformation, and loading (ETL) processes using SQL and ETL tools (e.g., Talend, SSIS) * Project & Stakeholder Management * Serve as primary point of contact for customers’ technical and operational teams * Drive cross-functional alignment with Professional Services, Support, and Product * Track milestones, deliverables, and issue resolution in project management tools (e.g., JIRA, Asana) * Quality Assurance & Validation * Design and enforce data validation protocols and reconciliation reports * Conduct test migrations, sampling, and post-go-live audits to confirm data accuracy * Process Documentation & Continuous Improvement * Develop and maintain playbooks, checklists, and standard operating procedures * Identify recurring challenges and implement process improvements to streamline future migrations * Training & Enablement * Train internal teams and customer admins on migration best practices, tools, and troubleshooting techniques * Share lessons learned and contribute to internal knowledge bases * Offshore QA Team Training & Management * Develop and deliver training programs for offshore QA teams to validate data migrations and ensure data integrity * Manage offshore QA workflows, set performance metrics, and ensure adherence to QA protocols * Coordinate across time zones, facilitate clear communication, and escalate issues promptly * Monitor QA deliverables, provide coaching, and drive continuous improvement in QA processes What You Have * Experience: * 1+ years in operations management, technical program management, and/or implementation leadership roles * Experience managing EMR data migrations (Epic, Cerner, Allscripts, eClinicalWorks, etc.) is a plus * Technical Skills: * [Required] Experience with Python and popular data frameworks (e.g., Pandas, NumPy) and OCR frameworks (e.g., Tesseract, AWS Textract) * Proficiency in SQL Commure + Athelas is committed to creating and fostering a diverse team. We are open to all backgrounds and levels of experience, and believe that great people can always find a place. We are committed to providing reasonable accommodations to all applicants throughout the application process. Please be aware that all official communication from us will come exclusively from email addresses ending in @getathelas.com, @commure.com or @augmedix.com. Any emails from other domains are not affiliated with our organization. Employees will act in accordance with the organization’s information security policies, to include but not limited to protecting assets from unauthorized access, disclosure, modification, destruction or interference nor execute particular security processes or activities. Employees will report to the information security office any confirmed or potential events or other risks to the organization. Employees will be required to attest to these requirements upon hire and on an annual basis. Compensation Range: $60K - $80K

Job DescriptionSalary: $70,000-$80,000/year TITLE: Office Administrator (exempt/non-union/part-time/in-person) Reports to: COO Position Summary: The Office Administrator handles a wide range of customer service and administrative tasks to ensure efficient, organized, and smooth office operations. ESSENTIAL DUTIES & RESPONSIBILITIES (not limited to): Building/Office Support • Follow and manage monthly budgets as established by executives., • Monitor and restock office supplies weekly, ensuring uninterrupted operations in all areas; purchase supplies monthly or as needed., • Monitor and replenish kitchen and food supplies weekly, ensuring healthy, balanced, and varied options for five days while staying within budget., • Maintain clean and organized common areas, including setup and cleanup for meetings and group functions., • Manage incoming and outgoing mail, including sorting, distributing, and sending correspondence., • Handle office errands and deliveries, both within the workplace and to external parties., • Oversee property and systems management, including security, cleaning, equipment, utilities, landscaping, and general building maintenance., • Coordinate bi-weekly meetings, including IT setup, minute-taking, communications, guest management, and lunch ordering/delivery., • Maintain and distribute the corporate directory to ensure up-to-date contact information., • Provide support to colleagues as needed, maintaining a positive and proactive attitude., • Uphold discretion and maintain confidentiality in all matters. Fleet Management (partnered with Warehouse Manager & HR Director & Executives) • Maintain vehicle records, including DMV registration, insurance, FasTrak, DOT compliance, and in-house filing., • Maintain records of vehicle service, maintenance, oil changes, tire replacements, and repairs on a scheduled basis (monthly, quarterly, semi-annual, annual)., • Manage automobile insurance, including paperwork, reporting, and annual renewals., • Manage accident reporting and coordinate necessary vehicle repairs. Accounting Support (managed by DFA) • Review employee expense reports, including reimbursements and credit card charges, ensuring proper receipts and approvals are maintained., • Collect and log pre-liens for individual projects to ensure accurate project records., • Maintain and track subcontractor insurance compliance to ensure all requirements are met. Executive Support • Coordinate monthly department meetings, including scheduling, taking minutes, and managing follow-ups for Executive, Project Management, PE, and Superintendent meetings., • Coordinate meals and snacks for in-house and client meetings., • Arrange executive travel, including flights, hotels, and meal reservations., • Coordinate special company events and support activities, including the Christmas party, family gatherings, team-building events, and philanthropic initiatives. Marketing Support • Collaborate with executives on purchasing and ordering company apparel for employees, clients, special events, and annual gifts., • Maintain and order PPE and company safety clothing (vests, T-shirts), keeping an up-to-date spreadsheet log. EDUCATION/EXPERIENCE/QUALIFICATIONS: • Proficient in Microsoft Word, Excel, Outlook, and Sage 300., • Excellent communication skills (verbal, written, and active listening)., • Demonstrate effective organizational and time management skills, including prioritization, multitasking, and planning., • Exhibit keen attention to detail and accuracy, with strong follow-through skills., • Provide excellent customer service, demonstrating a personable and positive attitude., • Deliver outstanding customer service with a personable and positive attitude., • Maintain a professional environment by demonstrating ethical behavior and sound judgement., • Demonstrate adaptability, flexibility, and resilience in all work situations., • Possess a valid drivers license and reliable transportation. EXTENSIVE EMPLOYEE BENEFITS PACKAGE: • Paid Time Off (PTO): Full-time exempt employees begin accruing PTO on the first day of employment. New employees are not eligible to use PTO until they have completed at least 90 days of employment. Employees accrue PTO based on length of employment, per a 60-hour pay period., • Paid Sick Leave: You will receive 40 hours (5 days) of paid sick leave per year, beginning on your date of hire., • Holiday Pay: (10) Paid Company Approved Holidays., • Cell Phone Allowance: $50/month reimbursement for usage of employee-owned cell phone., • Computer: Company laptop., • Education Reimbursement: CVG encourages continued industry-related education and training. With pre-approval, employees will be 100% reimbursed for training outside of the company., • Retirement Programs Profit-Sharing Plan to help employees achieve a secure retirement., • Discretionary Bonuses: You will be eligible to participate in our bonus plan., • Health Benefits: 100% company-funded medical, dental, vision, and life insurance coverage for employee only., • Employee Assistance Program (EAP) OFFICE PERKS: • Full Gym: Amenities include shower facilities, equipment, free weights, punching bag, TV, etc., • Fully Stocked Kitchen: daily coffee, breakfast, lunch, snack, and drink options, • EV Chargers, • Pickleball Courts, • Frequent happy hours and team events, • Bi-weekly company-sponsored lunch PHYSICAL DEMANDS & WORK ENVIRONMENT: This job primarily works in an office environment but may occasionally be offsite for errands or events. • Prolonged Sitting/Standing: Ability to sit or stand for extended periods while performing computer-based tasks., • Repetitive Hand Movements: manual dexterity for frequent operation of office equipment, including phones, computers, printers, and copiers., • Visual Strain: Extended screen time for document review, budgeting, and communication., • Lifting/Carrying: Frequently lifting office supplies, documents, or small equipment (typically under 20 lbs.)., • Verbal Communication: Frequent phone calls, meetings, and on-site discussions., • Bending/Reaching: Ability to bend, reach, or stretch to access office materials and supplies., • Use of PPE (Personal Protective Equipment): Required if on jobsite (hard hat, reflective vests, protective eyeglasses, closed-toed shoes, etc.) This position has an annual salary range of $70,000-$80,000k. The actual salary offer will be determined based on a variety of factors, including your skills, qualifications, and experience. Salary ranges are subject to change and may be adjusted in the future. We are unable to provide Visa Sponsorship for this position now or in the future. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, or national origin. The Company will consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local "Fair Chance" laws.

Job DescriptionBenefits: • 401(k), • 401(k) matching, • Dental insurance, • Health insurance, • Opportunity for advancement, • Training & development, • Vision insurance, • Pay range: $22-$26 per hour, • 401(k), 401(k) matching, • Full time benefits only: Health, Dental, and Vision insurance, • Advancement and leadership opportunities are available for top performers., • We provide continuous training to all employees, with growth opportunities for the right candidates, to grow into an Assistant Manager or the Manager of the learning center, • Not strong in math? No worries. With our comprehensive training, your math skills will improve and your confidence in math will increase!Job type: Full-time Typical work hours: • Full time: Mon - TH: 11am-7pm, Sat: 9am-5pmAbout Mathnasium: Mathnasium Learning Centers are committed to teaching children math so that they understand it, master it, and love it. The Mathnasium Method the result of decades of hands-on instruction and development has been transforming the lives of children through math since 2002 and continues to be shared through in-person, online, and hybrid instruction. Position Summary What you will get out of being an Administrative Assistant at Mathnasium: • Learn to deal with the public, and become the face of the Mathnasium learning center. Greet and serve students and parent with courtesy and care, • Get trained on managing the daily operations with the support of math instructors and lead instructors, and the Upper Management team, • Learn to manage time and competing priorities, hone your decision making skills by working in a growing center with increasing number of studentsPRIMARY RESPONSIBILITIES:, • Provide support for daily operations. This includes preparing students' material, routine tasks, and providing excellent customer service, • Cultivate positive and trusting relationships with current and potential customers, proactively identify instructional issues and resolve client concerns., • Prepare teaching materials in students binders, craft and send progress report to parents periodically, • Train and join the instructional staff in providing instruction to students, when necessaryQUALIFICATIONS, • Excellent verbal and written communication skills, • Strong interpersonal skills, ability to work as part of a highly productive team, • Excellent time management skills, • Graduated from high school, with some college experience preferred

Job DescriptionSalary: $23-$25/hr ABOUT US K&L Wine Merchants is widely recognized as one of the leading independent wine retailers in the United States. We offer a world-class selection of wine, spirits, and beer at four retail locations and through our website. We are a growth-minded company made up of a tight-knit team dedicated to providing excellent, knowledgeable service to our loyal customers. If you are seeking an exciting career and an all-access pass to the business and culture of wine and spirits, K&L Wine Merchants is the perfect match! WHAT WE'RE LOOKING FOR We are seeking a Fulfillment Center Operations Associate who is a proven team player with a can-do attitude. The Fulfillment Center Operations Associate will be responsible for fulfilling web orders, receiving inventory, maintaining organization of our warehouse, and supporting our shipping programs. If you are positive, hardworking, and looking for an opportunity to join a great company we want to hear from you! BENEFITS • Medical/Dental/Vision insurance - K&L pays 100% of individual premium, • 401k plan, with company contribution, • 3 weeks of paid time off per year time off accrual increases at 5 years of service, • 8 paid holidays, • Generous product discount PRINCIPAL RESPONSIBILITIES • Prepare outbound pallets for intra-location transfer, • Receive and warehouse inbound inventory (internal and supplier), • Fulfill web orders from in-stock inventory, • Process credit cards for web orders, consolidate, organize, and maintain paid customer holds areas, • Research, update, and resolve customer service incidents (e.g. missing items, credit card declines), • Construct shipping and handling materials (e.g. boxes, racking) as needed., • Contribute towards facility maitenance, safety, and organization (sweeping, cardboard breakdown, etc.) REQUIREMENTS • Positive attitude and willingness to learn, • Detail oriented and organized, • Must be able to work weekends (Friday - Tuesday 7am-4pm), • Must be able to lift and carry up to 50 lbs., • Ability to load, unload, and operate a hand truck, • Must be able to stand and walk up to 8 hours each day, • Ability to bend stoop, twist, and kneel frequently, • Ability to load, unload, and operate a hand truck safely, • Previous experience with Office 365, shipping software, warehouse technology, and handheld devices preferred Join us at K&L Wine Merchants and be a part of a unique journey in the world of wine and spirits, where your expertise and passion will help shape the future of our company and the experiences of our loyal customers. K&L Wine Merchants is an Equal Opportunity Employer. Applicants are considered for all positions without regard to race, color, religion, sex, national origin, age, marital or veteran status, sexual orientation, disability, or any other status protected by law.

Job Description Administrative Assistant – Operations Support Closet Factory Bay Area – San Carlos, CA Are you highly organized, detail-oriented, and ready to join a fast-paced, customer-focused team? Closet Factory Bay Area, the region’s leader in custom home organization solutions, is seeking an Administrative Assistant to support our daily operations. As an Administrative Assistant, you will play a vital role in ensuring our business runs smoothly. You’ll work closely with our operations team, designers, and installation department to coordinate schedules, track projects, and assist with office administration. Key Responsibilities: * Provide administrative support to the operations and installation teams * Coordinate project schedules, installations, and service appointments * Communicate with clients, vendors, and team members via phone and email * Track orders, deliveries, and inventory to ensure projects remain on schedule * Prepare and maintain project documentation and internal reports * Assist with data entry, filing, and general office organization * Support customer service and follow up to ensure client satisfaction Qualifications: * 2+ years of administrative or office support experience (construction or home services preferred) * Strong organizational skills with high attention to detail * Excellent communication skills, both written and verbal * Proficiency in Microsoft Office Suite (Excel, Word, Outlook); experience with CRM or project management software is a plus * Ability to multitask and thrive in a fast-paced environment * Professional, positive, and customer-focused attitude What We Offer: * Competitive hourly rate ($22–$28/hour, depending on experience) * Full-time position with growth potential * Supportive team environment in a family-owned, award-winning company * Employee discounts on custom home organization solutions If you’re ready to join a team dedicated to quality, service, and beautiful design, we’d love to hear from you!

Job DescriptionSalary: $25-$27 ABOUT US K&L Wine Merchants is widely recognized as one of the leading independent wine retailers in the United States. We offer a world-class selection of wine, spirits, and beer at four retail locations and through our website. We are a growth-minded company made up of a tight-knit team dedicated to providing excellent, knowledgeable service to our loyal customers. If you are seeking an exciting career and an all-access pass to the business and culture of wine and spirits, K&L Wine Merchants is the perfect match! WHAT WE'RE LOOKING FOR Our ideal Auction Operations Associate is a proven team player with a can-do attitude. This is not a position that will see you sitting at a desk all day; rather it is a very physical role that requires energy and enthusiasm. You will be responsible for receiving, organizing, and maintaining large private wine collections thatwe purchase fromprivate sellers. If youre positive, hardworking, and looking for an opportunity to join a great company we want to hear from you! BENEFITS • Hourly Range = $25 - $27, • Medical/Dental/Vision insurance - K&L pays 100% of individual premium, • 401k plan, with company contribution, • 3 weeks of paid time off per year time off accrual increases at 5 years of service, • 8 paid holidays, • Generous product discount PRINCIPAL RESPONSIBILITIES • Receive large private wine collections, • Inspect bottles of wine to accurately identify and authenticate product received forconsignment or sale, • Participate in the phootshoot process, • Organize and warehouse wine collections to funnel into the K&L fulfillment operation, • Work with custom inventory management software programs to assist with dailytasks, • Complete purchase orders by finalizing SKU creation for retail inventory, • Perform wine collection intakes or pick-ups to assist Auction Wine Buyers and their clients, • Help coordinate the pickup and shipment of Auction orders REQUIREMENTS • Previous operations experience, • Positive attitude and willingness to learn, • Detail oriented and organized, • Schedule = Sunday - Thursday, 8:00am-5:00pm, • Clean driving record, • Must be able to lift and carry up to 50 lbs., • Ability to load, unload, and operate a hand truck, • Must be able to stand and walk up to 8 hours each day, • Ability to bend, stoop, twist, and kneel frequently, • Ability to load, unload, and operate a hand truck safely, • Bachelors degree preferred, • Previous experience with MS Office, shipping software, warehouse management technology, and handheld devices preferred Join us at K&L Wine Merchants and be a part of a unique journey in the world of wine and spirits, where your expertise and passion will help shape the future of our company and the experiences of our loyal customers. K&L Wine Merchants is an Equal Opportunity Employer. Applicants are considered for all positions without regard to race, color, religion, sex, national origin, age, marital or veteran status, sexual orientation, disability, or any other status protected by law.

Job Description We are seeking a detail-oriented Administrative Support Specialist. This position involves data entry, billing, and project coordination alongside our project admin team. Key Responsibilities • Input and update project data, • Process documents and complete billing tasks, • Ability to work in the San Carlos office M-F, 7 AM - 3:30 PM, • Strong multitasking, organizational skills, and attention to detail, • 3-5 years of admin experience, with construction or accounting knowledge as a plus, • Proficiency in Microsoft Office (Excel, PowerPoint), • Competitive pay with opportunities for long-term growth