Administrative Associate - LCLS

Position Overview:

SLAC National Accelerator Laboratory has an exciting opportunity for a results-driven, organized, detail-oriented customer service professional to join the administrative support team at the Linac Coherent Light Source (LCLS). LCLS is operated as an international user facility, attracting hundreds of scientists from around the world to conduct first-of-a-kind experiments.

As a member of the LCLS Administrative team, the LCLS Administrative Associate will be responsible for a variety of administrative and program coordination tasks. Responsibilities include supporting the LCLS scientific, engineering and operations staff with various HR tasks including the process relating to visitors, affiliates, visiting physicists and serve as the primary point of contact for the summer intern program, including coordination of the application process, matching interns with mentors, working closely with the Human Resources department to coordinate hiring and on-boarding, and organizing on-site events for the interns including the intern poster session and various social events. This position will also be responsible for other general personnel coordination tasks, including coordinating interviews, onboarding of new staff and visitors, and maintaining department organization charts. The Admin Associate will also serve as back-up in supporting the LCLS Associate Lab Director with organizing meetings and calendaring, including prioritizing the most sensitive matters and maintaining the LCLS internal SharePoint website.

As a member of the LCLS Administrative Team, this person will also be responsible for providing general support to LCLS staff, which includes calendaring, meeting support, and event coordination. This position will provide back-up to the rest of the LCLS Administrative Team, and include tasks such as timecard gatekeeper, requisition gatekeeper, travel processing, and building management and perform related duties as assigned.

The candidate must have good verbal and written communication skills and be organized, detail-oriented, and comfortable working with diverse internal/external constituents. In the dynamic fast-changing LCLS environment, flexibility and initiative are key attributes to be successful in this position and requires a high degree of multi-tasking, problem-solving and ownership. This position is expected to maintain confidentiality, provide a high level of customer service, and independently discern job priorities with keen attention to detail.

Your specific responsibilities include:

• Provide administrative or operational support with limited supervision. May be responsible for leading other administrative staff or subordinates.
• 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 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) with limited 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.
• 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.
• Coordinate and monitor routine maintenance services completion. Plan and coordinate office moves and/or minor renovation projects.
• May lead staff or supervise day-to-day work of 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.
• Other duties may also be assigned.

To be successful in this position you will bring:

• High school diploma and four years of administrative experience, or combination of education and relevant experience.
• Advanced computer skills and demonstrated experience with office software and email applications.
• Demonstrated success in following through and completing projects.
• Excellent organizational skills and attention to detail.
• Strong 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.

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.
• Given the nature of this position, SLAC will require onsite work

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:
• 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,
• As an organization that receives federal funding, SLAC and Stanford University have a COVID-19 vaccination requirement that will apply to all university employees, including those working remotely in the United States and applicable subcontractors.

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• Classification Title: Administrative Associate 3
• Grade: F Job code: 4103
• Employment Duration: Regular Continuing

The expected pay range for this position is $60,000 to $81,000 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.