Administrative Associate
1 month ago
**SLAC Job Postings**:
**Position overview**:
SLAC National Accelerator Laboratory Director’s Office has an exciting opportunity for a result
- driven, detail-oriented Administrative Associate 4 in the Project Management Office (PMO). This position will support overall administration of a Project Management Office department’s functions, to include general administration, work order management support, parts ordering and logistics, training, calendaring, reviews support and database updates.
The Administrative Associate reports to the Project Review Administrative Program Manager in the Project Management Office. This position is expected to maintain confidentiality, provide a high level of customer service, and discern job priorities with keen attention to detail.
**Your specific responsibilities include**:
- Acts on behalf of the Project Review Administrative Program Manager of the Project Management Office to administer and execute each internal SLAC and external DOE review. This requires a significant amount of cross-organization (lab, academic institution, and DOE) coordination including invitations to and coordination with each member of the review committee (often 20+ senior staff), scheduling and executing dry-runs, preparing agendas, and administration of both in person and virtual reviews often attended by 100+ people.
- Coordinate with a team of up to 8-10 administrative staff from across the lab for each review. Able to prepare reports and templates, arrange support from vendors, oversee the production and distribution of review material, and support the event within budget for each review.
- Support PMO administrative priorities when assigned to make sure the division runs seamlessly. Coordinate with up to 35+ PMO staff to facilitate P-card purchases as assigned by the Project Review Administrative Program Manager.
- Independently identify and elevate to the Project Review Administrative Program Manager problems that are administrative in nature including all PMO employee administrative queries.
- Assist the Project Review Administrative Program Manager with research prior to meetings, prepare material for meetings, suggest, and help to structure then execute process improvements when assigned, and participates in meetings on behalf of the Project Review Administrative Program Manager. Track actions and provide complete and thorough out briefs.
- Compose Statements of Work and assists with assigned PMO support contracts, internal and external review related correspondence, and performs substantial reviews and fact checking for review documents and reports.
- Support PMO web admin when assigned.
- Plan and schedule the various PMO Manager’s calendars without prior consultation and resolving calendaring conflict when assigned.
- Arrange travel in compliance with SLAC, Stanford and DOE policies.
- Able to create and manage complex reports and spreadsheets to coordinate logistics for SLAC internal and external reviews, and PMO contracts.
- Able to oversee and process a wide variety of complex financial transactions on behalf of PMO and shepherd each through a complex series of approvals. Ensure invoices are adjudicated, and research, identify, and resolve discrepancies that arise.
- Assist PMO staff with special equipment requests.
- Coordinate office moves, including supporting onboarding new PMO staff when assigned. This includes ensuring all equipment is procured and delivered.
- Independently conduct a variety of coordination meetings and meet to summarize these for the Project Review Administrative Program Manager. Review material extracts pertinent information and succinctly brief the Project Review Administrative Program Manager.
- Perform other duties as 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.
- Demonstrated success in following through and completing projects.
- Excellent organizational skills and attention to detail.
- Excellent 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 assigned responsibilities.
- Ability to exercise sound judgement routinely and independently in making decisions.
**SLAC 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 change
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