Administrative Associate - SSRL SMB-CryoEM

SLAC Job Postings

Position Overview

Stanford Synchrotron Radiation Lightsource, a Directorate of SLAC National Accelerator Laboratory at Stanford University, has an exciting opportunity for a result-driven, detail-oriented, and service-minded Administrative Associate 4. The position will report to the Administrative & Financial Program Administrator for the Structural Molecular Biology and the CryoElectron Microscopy/Tomography programs at SSRL. The position will have a significant interaction with entities at Stanford Medical School and the Stanford University Department of Chemistry. You will interface directly with faculty, scientific and technical staff, and postdoctoral scholars, in addition to administrative and management staff. You will have responsibilities within a large range of activities, such as providing administrative and financial support related to scientific proposal submission and post-award administration, preparing for and tracking purchases at Stanford and SLAC, monitoring expenses and perform reconciliations, and assist with processes for advisory committees, summer schools, workshops and related meetings.

Your specific responsibilities include:

• Serve as the primary point of contact and resource to a diverse group of scientific and technical staff within the programs; resolve issues within immediate work unit.
• Support sponsored project research proposal submissions, in particular with integration of information between SLAC and Stanford proposal processes within several units.
• Perform post award administration with Manager and PI(s), including in the preparation of administrative and financial reports within parameters of sponsored and non-sponsored research guidelines.
• Process purchase orders and travel reimbursements; verify and reconcile purchasing and travel card transactions.
• Process a variety of financial transactions; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies.
• Assist scientific staff/PIs with capital or special equipment requests, creation of capital equipment projects, tracking of procurement, perform property tagging, and drive administrative Stanford property control processes.
• Work closely with scientists to organize summer schools, workshops, tutorials, web information, registration and admission processes, resolve SLAC site access issues, and provide communication, information and statistics for related post award reports.
• Perform time and leave administration duties and input data to administrative/financial system.

Other responsibilities may include:

• Act on behalf of the supervisor to identify and resolve problems that are administrative in nature.
• Research and/or write background information for meetings. Participate in meetings on supervisor¿s behalf, inform after the fact.
• 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, handouts, conferences, reports, displays, brochures, social media, and/or websites.
• Create reports and spreadsheets which may utilize specialized software and systems.
• Assist with capital or special equipment requests and/or vendor selection.
• Analyze and review material and extract pertinent information for briefing purposes.
• In conjunction with financial lead and/or principal investigator, assist with sponsored project research proposal submissions and post award administration.
• Assist with human resources transactional support and coordinate visa processes.
• Other duties may also be assigned.

To be successful in this position you will bring:

• High school diploma and six years of administrative experience or combination of education and relevant experience.
• Advanced computer skills and demonstrated experience administrative/business applications, such as Microsoft Office suite, especially Excel, and email applications.
• Proven 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 manage competing deliverables.
• Ability to take initiative and ownership of projects.
• Ability to routinely and independently exercise sound judgment in making decisions.

In addition, preferred requirements include:

• Ability to identify and resolve complex issues which may span multiple areas; apply ingenuity and creativity to problem analysis and resolution and recognize exceptions.
• Experience with administrative work in a scientific environment.
• Experience with Stanford University and SLAC processes and systems.

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 his or her job.
• Given the nature of this position, SLAC is open to on-site and 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/

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• Job Classification Title: Administrative Associate 4
• Job Code: 4099, Level: G
• Duration: Regular Continuing

The expected pay range for this position is $$38.46 - $48.56 per hour. Placement in the range is subject to the applicable Collective Bargaining Unit. 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.