Administrative Associate - Lcls Scientific User Office

Position Overview:

SLAC National Accelerator Laboratory has an exciting opportunity for a results-driven, organized and detail-oriented professional to join our administrative team at the Linac Coherent Light Source (LCLS). LCLS is a Directorate of SLAC National Accelerator Laboratory 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 LCLS User Office, you will be responsible for variety of administrative and scientific user program coordination tasks. Responsibilities include leading all aspects of conference/event management, providing oversight on budget, funding, and procurement; serving as an LCLS representative for external user community organizations; providing guidance and managing the travel logistics and coordination for sponsored guests; supporting onboarding international and domestic users for approved collaborators on experiments; lead the outreach program and communication channels; maintaining and developing the programs various databases; this role may include serving as a key point of contact for LCLS User Office program.

Flexibility and initiative are key attributes to be successful in this position. You will also leverage excellent verbal and written communication skills, and attention to detail organization skills in order to successfully support and coordinate with diverse internal/external constituents.

Your specific responsibilities include:

• Developing and maintaining user program databases which may include key performance indicators, user experiment feedback, or technical capabilities
• Act on behalf of the supervisor, program coordinator, or program manager in regard to establishing priorities and identifying and resolving problems that are administrative in nature.
• Providing direction in identifying and implementing process improvements for FACTS practices and UFVA procedures which involves internal and external members of the scientific community;
• Leading the development, production, and maintenance of content for various communication channels, including social media, newsletters, website, and other outreach materials and increase visibility and engagement with relevant stakeholders, including the scientific community, policymakers, and the general public.
• Other duties may also be assigned
• 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.
• Serve as the liaison between the office and scientific users and SLAC directorates.
• Administer the travel logistics and coordination for sponsored guest through SLAC Concur including booking travel, reconciling dept. credit card transactions, liaison between travel dept. and sponsored guests, create and complete expense reports for reimbursements, heavy customer service role

To be successful in this position you will bring:

• Ability to routinely and independently exercise sound judgment in making decisions.
• Excellent verbal and written communication skills.
• Ability to prioritize, multi-task, and assign work to others.
• Excellent customer service and interpersonal skills.
• Excellent organizational skills and attention to detail.
• Ability to take initiative and ownership of projects.
• High school diploma and six years of administrative experience, or combination of education and relevant experience.
• Proven success in following through and completing projects.
• Advanced computer skills and demonstrated experience with office software and email applications.

SLAC employee competencies:

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

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:
• 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.
• 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,

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• Classification Title: Administrative Associate 4
• Grade: G Job Code: 4104
• Duration/Employment status: Continuing

The expected pay range for this position is $84,000 to $95,000 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.