Communications and Administrative Associate

Communications and Administrative Associate

The Kavli Institute for Particle Astrophysics and Cosmology (KIPAC) at Stanford University and SLAC National Accelerator Laboratory is seeking a highly motivated, professional, organized, and detail-oriented Communications and Administrative Associate to support the KIPAC community.

About KIPAC

KIPAC is a joint institute of Stanford University and SLAC National Accelerator Laboratory, focusing on astrophysics and cosmology research. It is a vibrant community of over 200 faculty, staff, postdoctoral fellows, and students dedicated to exploring fundamental questions about the universe. Our staff plays a crucial role in supporting the institute's goals and enabling cutting-edge research, training future scientists, and sharing discoveries with the public. Learn more about our community here: https://kipac.stanford.edu/.

Position Summary

The Communications and Administrative Associate will work closely with the Managing Director and a team of administrators to manage all aspects of communications and event support for the KIPAC community. This role serves as the primary communications expert and point of contact internally and externally, acts as KIPAC’s lead web administrator, and provides on-site and advance support for regular and intermittent events.

Primary Duties

• Web administration
• Relationship development and maintenance with Stanford, SLAC, and other communications organizations
• Drafting and editing strategic communications content
• Event coordination and support
• Versatility to support other Institute endeavors

This position operates in a fast-paced, dynamic environment requiring the ability to navigate changing priorities. The Associate will report to the KIPAC Managing Director, work closely with the KIPAC Director, and collaborate with a team, engaging in cross-training and providing backup administrative coverage.

This role is ideal for a detail-oriented, talented communicator passionate about broadly sharing science and higher education initiatives, identifying and overcoming barriers to progress, and bringing a collaborative and enthusiastic approach to their work.

Core Duties

• Respond to inquiries and take appropriate action.
• Serve as a resource for defined policies and procedures.
• Manage conference, seminar, and event logistics, including vendor recommendations, material production, and coordination.
• Draft and disseminate routine communications and documents (presentations, reports, brochures, etc.).
• Plan and schedule calendars, resolve conflicts, and arrange travel.
• Process and monitor routine financial transactions, including discrepancy resolution.
• Maintain office supplies and equipment, obtaining vendor quotations as needed.
• Coordinate office moves.
• Serve as a point of contact for facility concerns (maintenance, health and safety).
• Track completion of required training.
• Maintain approved website content.
• May provide HR transactional support (time cards, I-9s) or faculty affairs support.
• May guide and train student or contingent workers.

Minimum Requirements

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

Preferred Qualifications

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

Knowledge, Skills, and Abilities

• Proficient computer skills and experience with office software and email.
• Demonstrated success in 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

• Constant desk-based computer tasks.
• Frequent sitting.
• Occasional standing/walking, reaching, grasping, light fine manipulation, using a telephone, sorting/filing paperwork, lifting/carrying/pushing/pulling up to 10 pounds.
• Rare twisting, bending, stooping, squatting, kneeling, crawling.

Working Conditions

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

Work Standards

• Interpersonal Skills: Ability to work effectively with Stanford colleagues, clients, and external organizations.
• Promote Culture of Safety: Commitment to safety, communication of concerns, and use of safe behaviors.
• Compliance with all applicable University policies and procedures.

Pay and Benefits

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

Stanford University offers a comprehensive rewards package, including:

• Career development programs, tuition reimbursement, or course auditing.
• Opportunities for professional development through events and lectures.
• Generous retirement plans, time-off, and family care resources.
• Access to world-class exercise facilities and health benefits.
• Discount programs, commuter benefits, and more.

Additional Information

• Schedule: Full-time
• Employee Status: Regular
• Requisition ID: 108544
• Work Arrangement: Hybrid Eligible, On Site

Key skills/competency

• Communications
• Administrative Support
• Event Coordination
• Web Administration
• Content Drafting
• Organization
• Detail-Oriented
• Customer Service
• Interpersonal Skills
• Project Management