SLAC National Accelerator Laboratory is one of 17 Department of Energy
(DOE) National Laboratories, and operated by Stanford University on
behalf of the DOE. SLAC develops and operates some of the worlds premier
science facilities, including the first hard X-ray free-electron laser.
Research at SLAC explores the structure and function of matter and the
properties of energy, space and time, at the smallest and largest
scales, all with the goal of solving problems facing society and
advancing human knowledge. Administrative Associate Supply Chain
Management Job Requisition #: 3311 Classification Title: Administrative
Associate 2 Grade: E Location: Menlo Park, CA (HQ) # of openings: 1
Description POSITIO N OVERVIEW: SLAC National Accelerator Laboratorys
Supply Chain Management (SCM) Group has an exciting opportunity for a
results-driven, detail-oriented Administrative Associate. Reporting to
the Director, Supply Chan Management, you will provide a range of
general administrative and operational support to the Supply Chain
Management Group (~30 personnel). You will serve as the primary point of
contact for the group and liaison with SLAC's site and General Counsel
Offices to ensure a timely and accurate flow of information occurs. You
will also support and interact with a diverse constituency, including
staff in various levels of management both within and outside of Supply
Chain Management group, support staff across SLAC, and internal and
external client groups and vendors. This position is expected to
maintain confidentiality, provide a high level of customer service, and
under general supervision, discern job priorities with keen attention to
detail. JOB PURPOSE : Provide administrative or operational support
working under general supervision. CORE DUTIES *: Respond to inquiries,
and determine and take appropriate action as required. Serve as a
resource regarding a defined set of policies and procedures. Perform
duties associated with scheduling, organizing, and operating
conferences, seminars, and events, including recommending vendors for
services, overseeing the production and distribution of materials,
coordinating logistics, and serving as liaison with internal and
external vendors. Draft and/or generate routine communications;
coordinate production (formatting, copying, etc.) and dissemination of
documents, such as presentations, course handouts, grant proposals,
conference and seminar materials, complex reports, brochures, and
displays. Plan and schedule calendar(s) based on consultation, resolve
calendaring conflicts, and arrange travel in compliance with unit,
university, and sponsor policies. Process and monitor routine financial
transactions, which may include researching and resolving discrepancies.
Maintain office supplies and equipment; obtain vendor quotations, as
needed. Coordinate office moves. May serve as the point of contact for
general maintenance, health and safety, and other facility concerns
within the unit(s); report any incidents or potential safety problems to
appropriate representatives. Track completion of required training.
Draft and maintain approved content on websites. May perform human
resources transactional support, e.g. time cards, I9s, and/or staff
affairs support. May guide and train staff and/or contingent workers
including scheduling, assigning, and prioritizing workloads, setting
appropriate deadlines, and reviewing work for quality and timeliness. *
- Other duties may also be assigned MINIMUM REQUIREMENTS : Education &
Experience : High school diploma and three years of administrative
experience, or combination of education and relevant experience.
Knowledge, Skills and Abilities : Proficient computer skills and
demonstrated experience with office software and email applications.
Demonstrated success in following through and completing routine tasks.
Strong organizational skills and attention to detail. Strong verbal and
written communication skills. Excellent customer service and
interpersonal skills. Ability to prioritize and multi-task.
Certifications and Licenses : None 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 *: 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 10 pounds. Rarely twist/bend/stoop/squat, kneel/crawl.
- 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. WORKING CONDITIONS: Standard office environment. 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 1General 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. 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. Final
candidates are subject to background checks prior to commencement of
employment at the SLAC National Accelerator Laboratory. Internal
candidates, who are selected for hire, may require degree verification
and/or credit checks based on requirements of the new position . For
Clery Act Information click here:
http://www.stanford.edu/group/SUDPS/safety-report/security-authorities.shtml