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Executive Administrative Assistant - KIPAC

Stanford University

Menlo Park, CA

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JOB DETAILS
SALARY
$100,023–$124,516 Per Year
SKILLS
Adjudication, Administrative Skills, Asset Management, Astrophysics, Background Investigation, Budget Management, Budgeting, Calendar Management, Communication Skills, Community Programs, Community Support, Computer Skills, Cosmology, Customer Service Evaluation, Detail Oriented, Disability Accommodations, Diversity, Drupal, Establish Priorities, Event Management, Executive Assistant Skills , Expense Tracking, Facilities Management, File Management, File Systems, Forecasting, Google Apps, Homeland Security, Identify Issues, Interpersonal Skills, Legal, Meeting Minutes, Microsoft Excel, Microsoft Outlook, Microsoft PowerPoint, Microsoft Word, Office Suites, Organizational Skills, People Management, Physics, Policy Analysis, Presentation/Verbal Skills, Problem Solving Skills, Procedure Implementation, Procurement Management, Project/Program Management, Property Management, Remodeling, Staff Policies, Team Player, Time Management, Training/Teaching, United States Department of Energy (DOE), Web Programming
LOCATION
Menlo Park, CA
POSTED
Today
SLAC Job Postings

Position overview:

The Kavli Institute for Particle Astrophysics and Cosmology (KIPAC) at Stanford University and SLAC National Accelerator Laboratory has an exciting opportunity for a highly motivated, professional, organized, and detailoriented Executive Administrative Assistant to join our team and support the success of the entire KIPAC community and the KIPAC Director.

KIPAC is a joint institute of Stanford University and SLAC National Accelerator Laboratory under the Fundamental Physics Directorate (FPD) and the home for astrophysics and cosmology research at Stanford, under the Vice Provost and Dean of Research (VPDoR). KIPAC is a dynamic community of more than 200 people, including faculty, staff, postdoctoral fellows, and students, who are engaged in answering the biggest questions about how the universe works. In realizing our mission, our staff is critical to supporting our organization's goals and enabling Stanford faculty, staff, postdocs, and students to accomplish their mission of conducting cutting-edge research at the forefront of our understanding of the universe, training the next generation of researchers, and sharing our discoveries with the public. Learn more about our community here: . We hope that you will join us in our mission and strongly encourage candidates from diverse backgrounds to apply.

The successful candidate will work directly with the KIPAC Director and Managing Director to administer, support, and manage programs and functions for the Director's office and broader KIPAC community, under general supervision. The incumbent will be a core member of the SLAC and Stanford University based administrative support team and an important contributor to the KIPAC community as a whole.

Primary duties include, but are not limited to: regular and recurring program management, web maintenance, calendaring, facility management, procurement and asset management, and event coordination. The incumbent will have versatility to support other endeavors within the Institute. The Executive Administrative Assistant will work in a fast-paced, dynamic environment, will need to successfully navigate changing priorities, and is expected to work with a high degree of discretion and confidentiality under minimum supervision, while maintaining a positive, respectful, and productive work culture. The successful candidate will report to the KIPAC Managing Director, work actively with the KIPAC Director, and work as part of a collaborative team, engaging in cross-training and providing backup administrative coverage when necessary.

This position is well suited for an organized self-starter interested in proactively supporting our community and programs, identifying and overcoming barriers to progress, and who brings a collaborative and enthusiastic approach to their work.

Your specific responsibilities include:
  • Independently implement, administer, and evaluate day-to-day activities for KIPAC's suite of institutional-level community-wide events by identifying and executing tasks and objectives, making recommendations that impact policies and programs, and assigning resources to achieve the goals of the community programming.
  • Independently implement, administer, and evaluate KIPAC's visitor services by identifying and executing tasks and objectives, making recommendations that impact policies and programs, and assigning resources to achieve a high quality of customer service.
  • Manage the KIPAC Director's office and deliver a full range of administrative services for the Director. Organize and anticipate the daily administrative needs of the office of the Director. Manage Director's complex calendar. Manage Director's email traffic to ensure prompt response and that high priority items are brought to Director's attention. Take and maintain meeting notes and ensure action item follow-up. Serve as the primary point of contact for the Director's office and as the executive administrative liaison to various internal and external constituencies.
  • Coordinate SLAC site access for KIPAC members and visitors, in accordance with federal and local policies.
  • Analyze and interpret policies, especially as they relate to visitor services and program delivery; develop, revise and implement procedures for KIPAC community programming and visitor services.
  • Represent KIPAC as the key contact and local expert on community programs and visitor services with both internal and external constituencies.
  • Act on behalf of the Managing Director or Director in regards to establishing priorities and identifying and resolving problems that are administrative in nature.
  • Participate in development of budgets for KIPAC community events and meetings, monitor, and approve expenditures. May perform limited forecasting and provide recommendations that determine the budget.
  • Serve as Deputy Building Manager for the Fred Kavli Building, KIPAC's home at SLAC, and coordinate various facility needs, including office moves, remodeling, and renovations.
  • May direct staff to perform various tasks and assignments. May also supervise staff.
  • Other duties may also be assigned.
To be successful in this position you will bring:
  • Bachelor's degree and three years of relevant experience, or combination of education and relevant experience.
  • Demonstrated ability to prioritize own work and to make independent decisions about rapidly changing priorities.
  • Demonstrated ability to take initiative and ownership of projects.
  • Excellent organizational skills and attention to detail.
  • Ability to routinely and independently exercise sound judgment in making decisions.
  • Advanced computer skills and demonstrated experience with office software, travel systems, collaboration tools, and email applications - especially Google and Office 365 productivity suites.
  • Ability to adapt to new tools and technologies.
  • Ability to communicate effectively both orally and in writing.
  • Demonstrated experience working independently and as part of a team.
  • Ability to direct the work of others, for jobs requiring supervision.
In addition, preferred requirements include:
  • Office 365 experience with Outlook, Excel, Word merge, and PowerPoint presentation development preferred.
  • Google Workspace experience with Sheets, Docs, Slides, and file management systems preferred.
  • Experience with website maintenance in Drupal and Google Sites preferred.
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 will require onsite work at least four days per week.
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:
  • 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,
  • As a national laboratory, SLAC National Accelerator Laboratory is responsible for adhering to the Homeland Security Presidential Directive 12 (HSPD-12) and Department of Energy (DOE) Order 473.1A, which require employees to obtain and maintain a HSPD-12 Personal Identity Verification (PIV) Credential. To obtain this credential, employees must successfully complete the applicable tier of federal background investigation post hire and receive a favorable federal adjudication. The tier of federal background investigation will be determined by job duties and national security or public trust responsibilities associated with the job. All tiers of investigation include a declaration of illegal drug activities, including use, supply, possession, or manufacture within the last 1 to 7 years (depending on the applicable tier of investigation). Illegal drug activities include marijuana and cannabis derivatives, which are still considered illegal under federal law, regardless of state laws.
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Classification Title: Admin Services Administrator 1

Grade: H

Job code: 4121

Duration: Regular Continuing

The expected pay range for this position is $100,023 to $124,516 per annum. SLAC National Accelerator Laboratory/Stanford University provides pay ranges representing its good faith estimate of the salary the university reasonably expects to pay for a position upon hire. 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. At SLAC/Stanford, base pay represents only one aspect of the comprehensive rewards package.

About the Company

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Stanford University