Administrative Associate

Stanford University

Administrative Associate

Job Number:

SUNCAT Center for Interface Science and Catalysis

The SUNCAT Center for Interface Science and Catalysis is a partnership between Stanford School of Engineering and SLAC National Accelerator Laboratory. The goal of the center is to identify the factors controlling the catalytic properties of solid surfaces and use these to tailor new catalysts. The Institute has an immediate need for an Administrative Associate will provide administrative and operational support to the research staff, postdocs and students. This position will serve as a first point of contact for the postdocs and students and provide general administrative support to the SUNCAT Center, which includes, but is not limited to, procurement and asset management, along with outreach, website, social media and group coordination. The Administrative Associate 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


Job Purpose
Provide administrative or operational support with limited supervision.

Core Duties*

  • Onboarding for Stanford and SLAC: Coordinate the student appointments with the department, collect, and review documents for completeness.
  • Process and review new and continuing postdoctoral scholar appointments and work with the current postdocs on maintaining their status (updating visas and I9 forms).
  • Create and send out invitation letters for all visitors at the Center.
  • Maintain that all safety trainings are completed and up to date.
  • Placing orders for laboratory and office supplies with pcards and reconciliation.
  • Collecting completed SLAC Key forms and submitting it for approval with the Building manager. Maintaining a log of key assignments of all SUNCAT staff at SLAC. Notifying building manager to approve distribution of key, and maintain log of key distribution of all SUNCAT staff at Stanford
  • Maintain and update SLAC directory to ensure that individuals have space and applicable telecommunications access in assigned office. Appoint office space to new postdocs and grad students at Stanford
  • Use the 25live system at Stanford University to reserve meeting rooms.
  • Maintain management calendars
  • Updating the SUNCAT Website
  • Contribute to general office administration and process improvements
  • Respond to routine inquiries from students, postdocs and research staff. Including poster printing and group meetings
Other duties may also be assigned

Education & Experience
High school diploma and four years of administrative experience, or combination of education and relevant experience.

Knowledge, Skills and Abilities

  • 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*
  • 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.
- 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.
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 safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.
  • 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,
Applicants are required to upload a cover letter and resume to be considered for this opening.
About Stanford University
Stanford University, located between San Francisco and San Jose in the heart of California's Silicon Valley, is one of the world's leading teaching and research universities. Since its opening in 1891, Stanford has been dedicated to finding solutions to big challenges and to preparing students for leadership in a complex world.
Supporting that mission is a staff of more than 10,000 which is rooted in a culture of excellence and values innovation, collaboration, and life-long learning. To foster the talents and aspirations of our staff, Stanford offers career development programs, competitive pay that reflects market trends and benefits that increase financial stability to promote healthy and fulfilling lives. An award-winning employer, Stanford offers an exceptional setting for professionals looking to advance their careers.
Stanford is an equal employment opportunity and affirmative action employer and is committed to recruiting and hiring without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.
Thank you for your interest!

Job: Administration

Location: School of Engineering
Schedule: Full-time
Classification Level:

To be considered for this position please visit our web site and apply on line at the following link:

Stanford is an equal opportunity employer and all qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.


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