SLAC National Accelerator Laboratory

Senior Administrative Associate

SLAC National Accelerator Laboratory, Menlo Park, CA, United States

Job ID

6185

Location

SLAC - Menlo Park, CA

Full-Time

Temporary

SLAC Job Postings

Position Overview

The Office of the Chief Research Officer (OCRO) oversees and supports SLAC's research portfolio and researchers, including Principal Investigator (PI) Training, PI policy development, lab research guidance, and guidance of appointment and promotion of Science and Engineering staff .

OCRO is seeking an energetic, organized, and detail-oriented senior Program Administrator. The successful candidate will work directly with the OCRO's senior managers to facilitate event planning, visitor hosting, meetings, travel, requisitions, and website management both within the Office, and in concert with Stanford University, other National Labs, and Silicon Valley partnerships.

The position requires working on comprehensive administrative and business support duties. This person is expected to apply initiative, resourcefulness and proactively resolve complex administrative and operational issues. This position will have the opportunity to interact with staff at various levels, as well as internal/external entities and build strong relationships with a diverse constituency. Specific duties includes supporting the Panofsky Fellows search and recruiting process, SLAC Colloquium series support, event hosting such as the DOE OSELP cohort visits and SLAC SLAM/Bay Area PostDoc Research SLAM. Administrative Services Administrator will also be expected to understand the PI training requirements and be responsible for SLAC¿s PI Waiver system.

Note : This is a 12-month fixed term position with the possibility of extension or conversion to a regular- continuing position.

SLAC is a U.S. Department of Energy (DOE) laboratory operated by Stanford University and based in Menlo Park, CA.

Your specific responsibilities include:

Provide complex administrative or operational support with minimal supervision. May be responsible for overseeing other administrative staff or subordinates.
Act on behalf of the supervisor, department manager, or chair in regard to establishing priorities and identifying and resolving problems that are administrative in nature.
Research and/or write background information for meetings. Participate in meetings on the supervisor¿s behalf and inform after the fact.
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 events 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 the 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 that 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.
material and extract pertinent information for briefing purposes.
Positions at this level also include one or more of the following duties:
Oversee or supervise the 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, timeliness, and providing performance review input.
Responsible for leading the administrative functions of a program or unit.
Other duties may also be assigned

To be successful in this position you will bring:

Bachelor¿s degree and three years of relevant experience, or combination of education and relevant experience.
Demonstrated ability to prioritize own work and multi-task.
Demonstrated excellent organizational skills.
Demonstrated ability to take initiative and ownership of projects.
Ability to communicate effectively both orally and in writing.
Ability to routinely and independently exercise sound judgment in making decisions.
Demonstrated experience working independently and as part of a team.
Relevant subject matter knowledge.
Ability to direct the work of others, for jobs requiring supervision

SLAC employee competencies:

Effective Decisions: Uses job knowledge and solid judgment to make quality decisions in a timely manner.
Self-Development: Pursues a variety of venues and opportunities to continue learning and developing.
Dependability: Can be counted on to deliver results with a sense of personal responsibility for expected outcomes.
Initiative: Pursues work and interactions proactively with optimism, positive energy, and motivation to move things forward.
Adaptability: Flexes as needed when change occurs, maintains an open outlook while adjusting and accommodating changes.
Communication:Ensures effective information flow to various audiences and creates and delivers clear, appropriate written, spoken, presented messages
Relationships: Builds relationships to foster trust, collaboration, and a positive climate to achieve.

Physical requirements and Working conditions:

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 his or her job.

Work standards:

Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations.
Promote Culture of Safety: Demonstrates commitment to personal responsibility and value for environment, safety and security; communicates related concerns; uses and promotes safe behaviors based on training and lessons learned.Meets the applicable roles and responsibilities as described in the ESH Manual, Chapter 1¿General Policy and Responsibilities: http://www-group.slac.stanford.edu/esh/eshmanual/pdfs/ESHch01.pdf
Subject to and expected to comply with all applicable University policies and procedures, including but not limited to the personnel policies and other policies found in the University's Administrative Guide, http://adminguide.stanford.edu

Classification Title: Administrative Services Administrator 1
Grade: H, Job code: 4121
Employment Duration: 12-month fixed term

The expected pay range for this position is $98,015 - $126,383 per annum. SLAC National Accelerator Laboratory/Stanford University provides pay ranges representing its good faith estimate of what the university reasonably expects to pay for a position. The pay offered to a selected candidate will be determined based on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, geographic location, and external market pay for comparable jobs.

SLAC National Accelerator Laboratory is an Affirmative Action / Equal Opportunity Employer and supports diversity in the workplace. All employment decisions are made without regard to race, color, religion, sex, national origin, age, disability, veteran status, marital or family status, sexual orientation, gender identity, or genetic information. All staff at SLAC National Accelerator Laboratory must be able to demonstrate the legal right to work in the United States. SLAC is an E-Verify employer.