Communications and Administrative Associate

SCHOOL/UNIT DESCRIPTION:

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.

POSITION SUMMARY:

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 detail oriented Communications and Administrative Associate to join our team and support the success of the entire KIPAC community.

The successful candidate will work closely with the Managing Director and as part of a team of administrators to administer, support, and manage all aspects of communications and event support for the KIPAC community. The incumbent will serve as the primary communications expert and point of contact both internally and externally; serve as KIPAC's lead web administrator; and provide on-site and advance support for KIPAC's regular recurring and intermittent events.

Primary duties include, but are not limited to: web administration; relationship development and maintenance in Stanford, SLAC, and other communications organizations; drafting and editing of strategic communications content; and event coordination and support. The incumbent will have versatility to support other endeavors within the Institute. The Communications and Administrative Associate will work in a fast-paced, dynamic environment and will need to successfully navigate changing priorities. 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 a detail oriented, talented communicator interested in broadly sharing science and higher education efforts, identifying and overcoming barriers to progress, and who brings a collaborative and enthusiastic approach to their work.

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, 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.
• Maintain approved content on websites.
• May perform human resources transactional support, e.g. time cards, I9s, and/or faculty affairs support.
• May guide and train student and/or contingent workers including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, and reviewing work for quality and timeliness.

MINIMUM REQUIREMENTS:

Education & Experience:

High school diploma and three years of administrative experience, or combination of education and relevant experience.

Preferred:

• Experience with website maintenance in Drupal and Google Sites strongly preferred.
• Google Workspace experience with Sheets, Docs, Slides, and file management systems preferred.
• Office 365 experience with Outlook, Excel, Word merge, and PowerPoint presentation development preferred.

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.

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.

WORKING CONDITIONS:

This role is expected to be hybrid, with a minimum of three (3) days on site per week.

The expected pay range for this position is $31.97-38.40 / hour.