Executive Administrative Supervisor[SLAC Laboratory Director's Office]

Job ID

6332

Location

SLAC - Menlo Park, CA

Full-Time

Regular

SLAC Job Postings

Position overview:

The SLAC National Accelerator Laboratory (SLAC) is seeking an experienced Executive Administrative Supervisor to oversee and manage the day-to-day administrative operations of the Laboratory Director's Office. This is a key position that ensures seamless support for the Laboratory Director, Deputy Directors, and Director's Office operations.

Under minimal supervision, the Executive Administrative Supervisor will lead a team of administrative professionals, ensuring operational excellence and support within a dynamic and mission-driven research environment. Reporting to the Deputy Director for Operations, this role will serve as a trusted partner to leadership, optimizing administrative workflows, enhancing organizational efficiency, and driving continuous improvement initiatives that align with SLAC's scientific and operational objectives.

This role requires exceptional organizational acumen, initiative, and problem-solving skills and the ability to manage multiple priorities in a fast-paced, research-driven setting. The ideal candidate will have a demonstrated track record of building strong teams, implementing operational improvements, and supporting senior leadership in a complex organization.

Your specific responsibilities include:

• Lead the planning and operations for programs or functions that have significant business, regulatory and/or technical challenges requiring subject matter expertise.

• Provide high-level administrative and operational oversight for the Laboratory Director's Office, ensuring efficient, responsive, and knowledgeable support.

• Oversee and manage the Laboratory Director's calendar, ensuring optimal time management and effective prioritization of engagements.

• Coordinate and manage complex scheduling, workflow priorities, and operational initiatives in alignment with SLAC's research and institutional goals.

• Resolve escalated administrative and operational issues that require confidential, complex, and/or prompt support.

• Collaborate with the Laboratory Director to prepare agendas for Senior Management Team meetings, including coordinating logistics, liaising with presenters, and ensuring seamless execution.

• Serve as a key point of contact for senior management, external partners, and other stakeholders, responding on behalf of the Laboratory Director and Director's Office, when appropriate.

• Oversee Senior Management Team onboarding coordination, working with appropriate administrators and HR to ensure an effective onboarding experience.

• Lead and manage programs or functions under minimal supervision.

• Evaluate programs or functions, policies and procedures. Identify issues and develop alternative solutions which may include changes to programs, policies and procedures.

• Develop, recommend, and implement administrative guidelines and process improvements to optimize operational efficiency within the Director¿s Office and, where applicable,

• Identify best practices in administrative operations, ensuring alignment with industry standards and SLAC's mission. Promote a culture of continuous improvement through problem-solving and innovation. Research and propose new practices and technology tools to improve operations.

• Review and analyze trends to advise and develop recommendations to achieve or modify the goals of the program or function.

• Lead, mentor, and support a team of administrative professionals, fostering a culture of collaboration, accountability, and continuous growth.

• Oversee the hiring, training, and professional development of staff to ensure a highly skilled and engaged workforce. Identify skill gaps and provide training, coaching, and career development to enhance team capabilities.

• Ensure staff effectively execute administrative functions, meet deadlines, and operate within organizational policies. Establish team and project goals as necessary to meet business needs.

• Align team structure and workload distribution with the evolving needs of the Director's Office.

• Ensure seamless administrative coverage during periods of staff vacancies and attrition.

To be successful in this position you will bring:

• Bachelor's degree and five years of relevant experience, or combination of education and relevant experience.

• Demonstrated ability to establish priorities, manage shifting priorities, and handle numerous time-sensitive projects with multiple deadlines.

• Ability to accomplish goals working through formal and informal channels, with diplomacy and tactfulness.

• Demonstrated creativity, problem solving, critical analysis, initiative, judgment and decision-making skills.

• Demonstrated ability to develop and meet budget goals.

• Outstanding planning and organizational skills.

• Demonstrated experience working independently and as part of a team.

• Excellent interpersonal, written and oral communication skills.

• Strong relevant subject matter knowledge.

• Ability to direct the work of others, for jobs requiring supervision.

• Prior supervisory or management experience

SLAC Manager Competencies:

• Results Through Others (drives results & directs work): Achieves expected results by effectively delegating and managing the work of others.

• Aligns Priorities ( plans & aligns): Ensures planning and prioritization of resources and work efforts; ensures alignment of direct and matrix reports to support organizational goals and business plans.

• Applies Lab Acumen (business insight): Maintains understanding of lab efforts and direction as well as current research and trends, considers technology and customer impacts, and contributes relevant, informed ideas to lab growth.

• Navigates Complexity (managing complexity): Manages a multitude of information and complex circumstances to discern what is most important; demonstrates effective problem-solving, decision-making, and takes appropriate action, even in difficult situations or with conflicting data.

• Builds Trust (instills trust): Earns trust and credibility from team members, peers and stakeholders; demonstrates SLAC values of respect and integrity.

• Relationships (interpersonal savvy, collaborates, manages conflict, builds networks): Builds relationships to foster trust, collaboration, and a positive climate to achieve team, department/directorate and lab goals.

• Communication (communicates effectively): Ensures effective information flow to various audiences; delivers clear and appropriate written and verbal communications; makes clear and impactful presentations to a variety of internal and external audiences.

• Self-Awareness (demonstrates self-awareness): Seeks feedback from others and takes ownership of, and actions to address what is learned; recognizes impact on others and adjusts as needed; pursues continuous learning opportunities; implements a meaningful development plan.

• Team Effectiveness (builds effective teams): Effectively motivates team members and fosters a diverse and collaborative team environment; leverages team members¿ strengths for overall team effectiveness; incorporates insights to improve team operations.

• Purpose & Vision (drives vision & purpose): Articulates a clear vision of expected outcomes; inspires others to execute work plans and feel a sense of purpose and ownership for the mission.

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 Services Administrator 2

• Grade: J Job code: 4122

• Duration:Regular continuing

The expected pay range for this position $116,849 - $148,275. 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.