Administrative Associate - SSRL Proposal and Event Coordinator
Job ID
6572
Location
SLAC - Menlo Park, CA
Full-Time
Regular
SLAC Job Postings
Position Overview:
The Stanford Synchrotron Radiation Lightsource (SSRL), part of the SLAC National Accelerator Laboratory, is seeking a highly organized, collaborative, and detail-oriented professional to join our administrative team. SSRL serves as a premier user facility, welcoming researchers worldwide to leverage powerful synchrotron radiation for groundbreaking scientific research.
In this role within the SSRL User Office, you will play a central role in organizing the annual SSRL/LCLS Users¿ Meeting, a key event where scientists come together to share their latest discoveries through talks, workshops, and poster sessions. The organization of this event spans multiple groups and you will be part of a larger team of professionals.
You will also own the proposal process for access to SSRL¿s scientific resources. This includes overseeing the various steps of the process from proposal submission to proposal scores. This will require that you coordinate with the proposal submitter as well as with SSRL¿s proposal review panels, ensuring a smooth and effective process.
Your strong organizational skills and proactive approach will be crucial in developing and maintaining timelines, databases, and communications related to the proposal process and user meetings. You will serve as a key point of contact for both activities.
We seek a candidate who exemplifies initiative and accountability, with excellent verbal and written communication skills, along with strong attention to detail. Join the SSRL team and contribute to the advancement of scientific research in an inspiring and collaborative environment.
Your specific responsibilities include:
Act on behalf of the supervisor, program coordinator, or program manager in establishing priorities and resolving administrative issues.
Oversee and perform duties associated with scheduling, organizing, and operating complex conferences, seminars, and events, including vendor coordination, logistics management, and budget oversight.
Manage the proposal submission process for access to SSRL¿s scientific resources, including coordinating the peer review process and communicating the outcomes to users.
Support the User Program Coordinator in her role as the liaison to the SSRL user community and SLAC staff
Developing and maintaining user program databases which may include key performance indicators which may include user meeting attendance, proposal numbers and proposal scores
Compose and draft documents and correspondence for procedures, presentations, reports, conferences, and seminars, ensuring accuracy through substantial editing and fact-checking.
Plan and schedule calendars with limited consultation, resolve scheduling conflicts, and arrange travel logistics in compliance with unit and sponsor policies.
Identify and implement process improvements for office practices involving User Office processes and procedures.
Perform additional administrative duties as required.
To be successful in this position you will bring:
High school diploma and a minimum of six years of administrative experience, or a combination of education and relevant experience.
Advanced computer skills and demonstrated experience with office software and email applications.
Proven success in following through and completing projects.
Ability to take initiative and ownership of projects.
Excellent organizational skills and strong attention to detail.
Strong verbal and written communication skills.
Excellent customer service and interpersonal skills.
Ability to prioritize, multi-task, and delegate work effectively.
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 common goals.
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: 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 .
Job Classification: Administrative Associate 4
Job Code: 4099, Grade: G
Duration: Regular Continuing
The expected pay range for this position is $45.23 - $51.03 per hour . 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
SLAC National Accelerator Laboratory is an Affirmative Action / Equal Opportunity Employer and supports diversity in the workplace. All employment decisions are made without regard to race, color, religion, sex, national origin, age, disability, veteran status, marital or family status, sexual orientation, gender identity, or genetic information. All staff at SLAC National Accelerator Laboratory must be able to demonstrate the legal right to work in the United States. SLAC is an E-Verify employer.
