FPD Administrative Associate - Q-NEXT/DMFJob ID6090LocationSLAC - Menlo Park, CAFull-TimeRegularSLAC Job PostingsThe Fundamental Physics Directorate (FPD) at SLAC is one of the lab’s six science mission directorates. Its programs focus on High Energy Physics, Particle Astrophysics, Nuclear Physics, Quantum Information Science, and Fusion Energy Science. Our mission is to understand how the Universe works at its most fundamental level by discovering the most elementary constituents of matter and energy, the forces between them and exploring the basic nature of space and time itself. SLAC National Accelerator Laboratory, operated by Stanford University, is one of 17 Department of Energy (DOE) national laboratories.Position Overview:The Fundamental Physics Directorate seeks an administrative associate for the SLAC Next Generation Quantum Science and Engineering (Q-NEXT) Institute and Quantum Foundry Detector Microfabrication Facility (DMF). The role provides administrative or operational support with limited supervision.Q-NEXT brings together leading experts in quantum science and engineering at national laboratories, universities, and technology companies, building an ecosystem that will accelerate technology commercialization for the emerging quantum economy. DMF is dedicated to the development of quantum materials and technologies.This role will report to the Senior Business Manager for the Fundamental Physics Directorate as a member of the FPD Administration team with functional reporting to the Q-NEXT and DMF leadership teams.Your specific responsibilities include:
Act on behalf of the department heads and Q-NEXT Deputy Director to establish priorities and identify and resolve 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 event within budget.
Compose and draft documents and correspondence for presentations, course handouts, grants, conferences, seminars, and reports; perform substantial editing and fact checking. Create, maintain, modify, and/or ensure accuracy of content in various unit documents, displays, reports, brochures, social media, and/or websites.
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. Create and monitor complex spreadsheets and data analysis.
Create complex reports and spreadsheets which may utilize specialized software and systems.
Coordinate and monitor routine maintenance services completion. Plan and coordinate office moves and/or minor renovation projects.
Other tasks 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 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.
Given the nature of this position, SLAC is open to on-site and possible hybrid work options.
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 .
Applying for this position, you should know that:SLAC is committed to increasing the diversity of its staff and to fostering an inclusive and respectful work environment, and we encourage applications from candidates who will diversify the lab’s workforce in administration and business services. Above all we are looking for someone enthusiastic with a desire to learn and experiment in a highly supportive and collaborative environment. SLAC offers an excellent benefits package including paid time off, competitive salary commensurate with experience, and an attractive, inclusive and collaborative work environment in the foothills of Silicon Valley.Classification Title: Administrative Associate 3Grade: FJob code: 4098Duration: Regular ContinuingThe expected pay range for this position is $33.17 to $43.75 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.
