Administrative Assistant, NSF ChemMatCARS

University of Chicago•Lemont, IL

1d•Onsite

About The Position

NSF’s ChemMatCARS (National Science Foundation Chemical and Materials Center for Advanced Radiation Sources), affiliated with the Pritzker School of Molecular Engineering (PME), the University of Chicago and funded by NSF, is a national user facility for frontier research in chemistry and materials science using synchrotron x-rays. It is located at the Advanced Photon Source, Argonne National Laboratory. The mission of ChemMatCARS is to develop and operate world-class synchrotron x-ray facilities in the areas of small-molecule crystallography, liquid interface scattering, and anomalous small and wide-angle scattering to serve the needs of ChemMatCARS users. The NSF ChemMatCARS is seeking an outstanding and proven problem solver to serve as a trusted assistant for the sector. The Administrative Assistant will be a point of contact for the NSF ChemMatCARS, supporting the sector’s day-to-day procurement, office, and finance operations. The ideal candidate must possess excellent data gathering and organizational skills, and demonstrate the ability to anticipate opportunities for growth in alignment with NSF ChemMatCARS’s mission and goals. They must be adept at working with a wide range of stakeholders and possess a highly developed organizational ability. Reporting directly to the Executive Director, the Administrative Assistant's responsibilities will support the management of the NSF ChemMatCARS operations, performing advanced, diversified, and confidential administrative support for the sector users. The successful applicant must satisfy the requirements for access to Argonne National Laboratory.

Requirements

Minimum requirements include vocational training, apprenticeships or the equivalent experience in related field (not typically required to have a four-year degree).
Minimum requirements include knowledge and skills developed through 5-7 years of work experience in a related job discipline.
Must satisfy the requirements for access to Argonne National Laboratory.

Nice To Haves

Proven experience as an administrative assistant or other relevant administrative support experience, including supporting faculty.
Background working in an academic unit and/or complex research university environment.
Familiarity with Argonne National Laboratory and its unique partnership with the University.
Familiar with project management methodologies.
Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint).
Strong computer skills including calendaring, document management, such as Dropbox, Box, etc., database management, and spreadsheet skills.
Results oriented, have a high standard of excellence, exceptional planning, execution, analytical and judgment skills, strong analytical skills, and an outstanding commitment to and proven ability to advance an organization's priorities.
Commitment to providing a high level of service and working in a team environment.
Demonstrated administrative, problem-solving, organization and coordination skills.
Demonstrated excellent oral and written communication skills.
Excellent time management skills and handle multiple, concurrent tasks within deadlines with minimal supervision.
Prioritize urgent tasks while ensuring established deadlines are met.
Flexible and adaptable to changes in workflow and procedures.
Handle stressful, sensitive and confidential situations and information with absolute discretion.

Responsibilities

Serves as the point person to assist ChemMATCARS users visiting the APS and assist ChemMatCARS staff in scheduling user experiments.
Assists with outreach activities, including annual summer faculty-student research programs and workshops at ChemMatCARS, and maintains and updates the ChemMatCARS website.
Collects and analyzes beamline statistics, including collecting ChemMatCARS publications using EndNote, citations, user demographics, etc.
Processes purchasing orders and assists ChemMatCARS staff with expense reimbursement and GEMS reports.
Maintains spreadsheets for all the purchasing activities on Oracle and at Argonne National lab with six different accounts, and assists tasks related to accounting ledgers.
Responsible for the increased scope of administrative support associated with the construction of a second beamline recently funded by NSF for the next 3 years and the operations of ChemMatCARS facility with doubled capacity thereafter.
Schedules and coordinates meetings and conferences, ensuring the faculty member is prepared by compiling data, statistics, and other information and materials.
Coordinates and manages daily user operations and business needs of ChenMatCARS at the Advanced Photon Source (APS), Argonne National Laboratory.
Prepares event expense summary and arranges for payment of all costs incurred.
Provides administrative support for a leader.
Stays informed of activities relating to programs and initiatives, apprising the leader of issues when deemed necessary.
Coordinates information flow from leader's office.
May initiate correspondence and other written materials under own signature or for signature of the leader.
Triages emails and telephone calls for action.
Resolves a combination of some routine and complex inquiries.
Performs other related work as needed.