Administrative Associate 3

Stanfordlivetickets; Menlo Park (CA); Hybrid; USD 52,000 - 72,000; Full time

Job summary

SLAC National Accelerator Laboratory in Menlo Park, CA, seeks an Administrative Assistant for the RF Accelerator Research Division (RFAR). The role supports division leadership, with the first 3 months onsite and potential to convert to a hybrid arrangement (3 days onsite).

Your responsibilities include coordinating division initiatives, scheduling meetings, managing calendars, coordinating travel, and liaising with internal and external partners.

Qualifications

• Four years of administrative experience or a combination of education and relevant experience.
• Advanced computer skills with office software and email applications.
• Excellent organizational skills and attention to detail.
• Strong verbal and written communication abilities.
• Excellent customer service and interpersonal skills.
• Ability to prioritize, multi-task, and assign work to others.
• Ability to take initiative and own projects.

Responsibilities

• Coordinate division-level initiatives, research background information for meetings, and schedule internal and external meetings.
• Act on behalf of department heads to set priorities and resolve administrative issues.
• Plan and manage conferences, seminars, and events, including vendor coordination and budgeting for materials.
• Schedule calendars, resolve conflicts, and assist with travel requests and reimbursements in line with policies.
• Coordinate routine maintenance, office moves, and minor renovations as needed.
• Serve as the primary administrative knowledge hub, guiding staff on SLAC processes and coordinating with other departments.
• Execute other duties as assigned.

Skills

Administrative experience

Advanced computer skills

Organizational skills

Written and verbal communication

Customer service

Calendar management

Travel reimbursements

Education

High school diploma or equivalent

Tools

Microsoft 365 Suite

Slack

PeopleSoft

Adobe Sign

Job description

The Technology Innovation Directorate seeks an administrative assistant for the RF Accelerator Research Division (RFAR).

RFAR develops high power RF sources, RF accelerators, and their associated technologies. We leverage fundamental science to deliver innovative scientific instruments and solutions to challenges of national importance. By evolving ideas from discovery-class concepts into reality, we strive to lead the Nation in novel high power and precision RF systems, and the understanding of their underlying physics.

This role will support the operations of the RFAR division as a member of the leadership team. The first 3 months of this position will be full-time onsite with potential to convert to hybrid (3 days onsite).

Your primary responsibilities include:

• Coordinate division-level initiatives. Research and write background information for meetings. Plan and schedule meetings with internal and external parties. Create and monitor complex spreadsheets and data analysis.
• Act on behalf of the department heads and division director in regard 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 the event within budget.
• Plan and schedule calendar(s) with limited consultation, resolve calendaring conflicts, and assist with travel requests and reimbursements in compliance with unit, university, and sponsor policies.
• Coordinate and monitor routine maintenance services completion. Plan and coordinate office moves and/or minor renovation projects.
• Serve as the primary administrative knowledge hub and first point of contact for division team members. Provide guidance on SLAC processes and procedures, liaise with organizations across SLAC to resolve issues, and ensure follow-through on all administrative matters whether handled internally or referred to external departments.
• 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.
• 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 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.

Preferred qualifications:

• Proficiency in Microsoft 365 Suite, Slack, PeopleSoft, Adobe Sign

PHYSICAL REQUIREMENTS/ WORKING CONDITIONS:

• Constantly perform desk-based computer tasks.
• Frequently sitting.
• Occasionally stand/walk, reach/work above shoulders, grasp lightly/fine manipulation, grasp forcefully, use a telephone, sort/file paperwork or parts, lift/carry/push/pull objects that weigh up to 30 pounds.
• Rarely twist/bend/stoop/squat, kneel/crawl.

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.