Job Information
SLAC National Accelerator Laboratory User Research Administration Coordinator in Menlo Park, California
User Research Administration Coordinator
Job ID
6011
Location
SLAC - Menlo Park, CA
Full-Time
Regular
SLAC Job Postings
Position Overview:
We have an exciting opportunity for a results-driven, detail-oriented customer service professional to join the administrative team at the Stanford Synchrotron Radiation Lightsource (SSRL). SSRL is a national user facility, annually attracting approximately two thousand researchers from around the world to conduct unique scientific experiments. As User Administration Coordinator, you will be responsible for providing a range of administrative and operational support with limited supervision, exercising independent judgement to address critical processes and in selecting methods for obtaining appropriate solutions. You will interface directly with external scientists, internal scientists, operations and technical support staff, postdoctoral scholars and students, in addition to administrative and management staff. This position is expected to maintain confidentiality, provide a high-level of customer service, and independently discern job priorities with keen attention to detail. The User Administration Coordinator will take the lead in coordinating these activities in collaboration with members of the User Research Administration (URA), SLAC’s Visitor User Employee (VUE) Center and its Security/Badging Office. The User Administration Coordinator will report to the SSRL User Administration Manager.
Your specific responsibilities include but are not limited to:
Serve as the primary point of contact to provide administrative and logistical support for a diverse group of visiting researchers and staff.
Coordinate user registration, proposal reviews, instrument/beam time requests, user experiment scheduling, training, safety review, user shipments, and user access/on-boarding, and provide related communication.
Coordinate proposal review meetings, user training workshops, and user visits.
Support the annual Users’ Meeting in collaboration with the URA team and the meeting’s organizing committee.
Liaise with the SSRL User Executive Committee as needed.
Manage internal and external travel requests as needed.
Support the development and distribution of a variety of SSRL communications materials including newsletters, website updates, and reports.
Monitor and track activities in the user administration workflow.
Contribute to continued development/modifications of a user portal/database.
Contribute to the compilation, analysis, and generation of metrics using a variety of software.
Perform a mix of general administrative duties related to user and staff areas.
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 complex reports and spreadsheets which may utilize specialized software and systems.
Analyze and review material and extract pertinent information for briefing purposes.
May lead staff or supervise day-to-day work of student and/or temporary workers.
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 with office software 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 assign work to others.
Ability to take initiative and ownership of projects.
Ability to routinely and independently exercise sound judgment in making decisions.
In addition, preferred requirements include:
Experience working at a national laboratory or user scientific facility.
Experience in customer service, through electronic means, preferable in a scientific environment.
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.
Job-Specific Competencies:
Instills Trust: Gains the confidence and trust of others through honesty, integrity, and authenticity.
Decision Quality: Makes good and timely decisions that keep the organization moving forward.
Customer Focus: Builds strong customer relationships and delivers customer-centric solutions.
Physical Requirements and Working Conditions:
Due to the nature of the position, regular attendance on-site and the ability to navigate the user facility are needed. 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 4
Grade: G, Job code: 4099
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.
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.