User Program Office Administrator

Argonne National Laboratory•Lemont, IL

About The Position

The User Program Office Administrator supports the user community, User Office team, and Advanced Photon Source (APS) facility with administrative, Department of Energy compliance, and reporting functions. The primary responsibility is processing APS and Center for Nanoscale Materials (CNM) user registrations for U.S. and non-U.S. citizens, requiring a comprehensive understanding of Laboratory-level user access requirements. The position also supports user agreements, the annual APS/CNM Users Meeting, user communications and facility systems, access and safety-training processes, and reports for the facility and DOE. The role works with users, Argonne staff and teams, APS staff, beamline scientists, external subject-matter experts, and other internal groups. It may include other duties as assigned. The position is regular, full-time, and may be hired at either the SA2 or SA3 level based on the selected candidate’s relevant knowledge and skills. The posted expected hiring range is $20.78–$32.41 per hour. The pay range for SA3 is listed separately as $25.59–$39.92 per hour. Comprehensive benefits are part of the total rewards package; details are available through Argonne’s employee benefits information.

Requirements

High school education and at least 4 years of administrative experience, or equivalent, for the SA2 level.
High school education and at least 8 years of experience, or equivalent, for the SA3 level.
Experience in meeting or conference coordination.
Proven ability to work successfully in a team environment.
Ability to handle multiple requests accurately and promptly.
Ability to handle matters with confidentiality and discretion.
Proficiency in Microsoft Office products.
Ability to model Argonne’s core values of impact, safety, respect, integrity, and teamwork.
Interpersonal, oral communication, and written communication skills, including the ability to interact with people at all levels inside and outside the laboratory.

Nice To Haves

Knowledge of Argonne’s standard business systems and practices.
Broad working knowledge of departmental and laboratory policies and practices.

Responsibilities

Work with users to ensure registration materials are complete and troubleshoot issues.
Coordinate with Laboratory-level entities, including the Foreign National Access Program and Office of Counterintelligence, as needed.
Coordinate requests for travel and visa letters, consulting with Immigration Services as needed.
Support the Argonne user agreements workflow as a backup to maintain continuity of service.
Support the annual APS/CNM Users Meeting.
Manage daily user-community communications by email and phone, along with APS systems for registration, proposal submission, user feedback, and user training.
Address user access issues related to Experiment Safety Assessment forms.
Work with visitors, Argonne and APS staff, beamline scientists, external subject-matter experts, and other teams, including IT, IS, Security, Accounting, and the Foreign National Access Program.
Research, compile, track, and analyze data and information from multiple sources.
Coordinate meeting calendars, support, and logistics, including virtual links, space reservations, food orders, honoraria, and travel arrangements and tracking.
Purchase supplies and coordinate procurement packages.
Support reporting outputs for the facility and DOE.
Use software to compile and generate reports, spreadsheets, statistics, timelines, tables, graphs, correspondence, and presentations.
Provide others with data and information about functional-unit processes and procedures.
Manage user site access, portal check-in, gate passes, and user safety training.
Manage user inquiries and correspondence.
Perform other duties as assigned.