Experience Inc. Jobs

User Administration / Travel Administrator

Job ID

6087

Location

SLAC - Menlo Park, CA

Full-Time

Regular

SLAC Job Postings

Position overview:

Stanford Synchrotron Radiation Lightsource (SSRL) is a national scientific user facility and a Directorate of the SLAC National Accelerator Laboratory that is operated by Stanford University. SSRL operates 30 beamline stations that enable research in areas such as materials, chemistry, catalysis, biology, medical, and environmental sciences.

SSRL is seeking a highly motivated Administrator to be part of a dynamic scientific research environment. The role will be shared with the SSRL User Administration Manager and the SSRL Business Manager.

Core duties:

50% of your effort will be devoted to assisting staff, scientists, post docs and faculty with all aspects related to business travel. This includes submitting travel requests with cost estimates into Concur travel system, obtaining all necessary approvals for domestic and foreign approval, and reconciling expenses after travel has occurred. This will frequently include arranging for complex travel itineraries and working closely with PI’s.

The other 50% of this position will be devoted to conference, workshop, event, and tour organization in collaboration with the SSRL user administration. As the conference and workshop organizer the position would be responsible for coordinating workshop agendas, invitation letters, travel reimbursement for speakers, site access for speakers, catering needs, audio visual coordination, and liaising with LCLS conference organizers during the organization of the annual Users’ Conference. As the tour organizer, this position would be responsible for planning tours routes at SSRL in collaboration with the tour requesters, connecting with SSRL scientific staff for these tours, and escorting tours as needed. This position might also support the user administration in organizing in-person proposal review panel meetings if needed.

Additional Administrative Support Duties:

• Act on behalf of the supervisor, regarding establishing priorities and identifying and resolving 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, 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 sponsor policies.

• Perform additional administrative duties as needed.

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.

• 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 routinely and independently exercise sound judgment in making decisions.

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/

• Classification Title: Administrative Associate 3

• Job code: 4098, Grade: F

• Duration: Continuing

The expected pay range for this position is $39.46 - $44.30 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.