Administrative Associate

19 hours ago

Menlo Park, California, United States SLAC National Accelerator Laboratory Full time
Job Title: Administrative Associate

SLAC National Accelerator Laboratory is seeking an Administrative Associate to join our team in the Fundamental Physics Directorate (FPD). The successful candidate will provide administrative support to the FPD team, with a focus on the SLAC Next Generation Quantum Science and Engineering (Q-NEXT) Institute and the Quantum Foundry Detector Microfabrication Facility (DMF).

Key Responsibilities:

  • Provide administrative support to the FPD team, including scheduling, organizing, and operating complex conferences, seminars, and events.
  • Compose and draft documents and correspondence for presentations, course handouts, grants, conferences, seminars, and reports.
  • Plan and schedule calendar(s) with limited consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and DOE sponsor policies.
  • Coordinate division-level initiatives, research and write background information for meetings, plan and schedule meetings with internal and external parties, and create and monitor complex spreadsheets and data analysis.
  • Other tasks as assigned.

Requirements:

  • 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.
  • 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 exercise sound judgment routinely and independently in making decisions.

Preferred Qualifications:

  • Proficiency in Microsoft 365 Suite, Slack, PeopleSoft, Adobe Sign.
  • Experience in coordinating and supporting event services.

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 the job.
  • May work extended hours during peak business cycles.

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.

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