Administrative Coordinator - Visitor, User and Employee Center

Job ID

6047

Location

SLAC - Menlo Park, CA

Full-Time

Regular

SLAC Job Postings

Position overview:

SLAC National Accelerator Laboratory is a Department of Energy national lab run by Stanford in the heart of Silicon Valley. We invent scientific tools to explore the universe at its biggest, its smallest and its fastest.

SLAC has an exciting opportunity for a customer service associate to join its Visitor, User and Employee (VUE) Center as the liaison and key point of contact for visitors, guest researchers and users coming to the laboratory. The Environmental Health and Safety Division (EHS) at SLAC National Accelerator Laboratory (SLAC) seeks an experienced, full-time staff member to fill the role of Personnel Security Administrator in the Personnel Security group. This position deals with all SLAC employees and non-employees for both PIV badging and clearance actions and collecting information for Foreign Access Central Tracking System.

Your specific responsibilities include:

Visitor, User and Employee (VUE) Center Duties:

• Conducts PIV badging and clearance functions.

• Completes all PIV badging and clearance activities including PIV applications.

• Maintains a consistent, reliable work schedule during core hours to meet needs of staff.

• Greets and receives visitors (in person and over the phone) in a professional, courteous manner.

• Providing support to customers related to onboarding of new hires, subcontractors, or visitors

• Assist managers in managing communications through access and response to email requests actions.

• Prepare and review a variety of written materials per company policy and guidelines.

• Exercise discretions with confidential matters.

• Establish and maintain effective working relationships with internal staff members and external contacts.

• Work with various organizations external to SLAC.

• Work on multiple tasks in a limited amount of time in a fast-paced environment.

• Assist with special projects and assignments as needed.

• Demonstrated history of working safely and understanding of ergonomic safety.

• Demonstrate the willingness to be a team player.

• Chosen applicant will be required to obtain and maintain a ¿Q¿ clearance.

• Coordinate with security manager to implement the collecting and tracking of unclassified foreign visits and assignments program requirements, enter users and/or visitor information into various database systems. Process data, verify foreign national identity, and coordinate with hosts. Data entry into the Foreign Access Central Tracking System (FACTS) and verify for restricted party access. Work closely with security/badging to ensure seamless interactions and communication.

• Manage document verification for foreign visitors¿ travel expense reimbursements

General Administrative Support Duties:

• Provide administrative or operational support with limited supervision. May be responsible for leading other administrative staff or subordinates.

• Act on behalf of the supervisor, department manager, or chair in regards to 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, course handouts, grants, 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.

• Create complex reports and spreadsheets which may utilize specialized software and systems.

• Oversee and/or process a variety of complex financial transactions; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies. May assist with capital or special equipment requests and/or vendor selection.

• Coordinate and monitor routine maintenance services completion. Plan and coordinate office moves and/or minor renovation projects.

• May lead staff or supervise day-to-day work of student and/or temporary workers, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, reviewing work for quality and timeliness, and providing performance review input.

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.

Preferred requirements:

• Associate or bachelor¿s degree in relevant field.

• Experience with NBIS, USACCESS other SLAC systems.

• Holds a DOE security clearance.

• Excellent communication and interpersonal skills.

• Excellent organizational skills with attention to detail.

• Demonstrated ability to learn and support multiple business areas.

• Current or previous SLAC experience.

• Proficiency in office computer systems and software applications such as Microsoft Office/Outlook, Excel, PowerPoint

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.