User Program Office Administrator

Argonne National Laboratory•Lemont, IL

5d•$21 - $40

About The Position

The Photon Sciences Directorate (PSC)/Advanced Photon Source (APS) at Argonne National Laboratory is hiring a User Program Office Administrator to support the user community, the User Office team, and the facility with administrative, DOE compliance, and reporting functions. The Advanced Photon Source is a scientific user facility producing ultra-bright, high-energy X-ray beams for researchers from around the world. The role primarily supports processing APS and Center for Nanoscale Materials (CNM) user registrations for U.S. and non-U.S. citizens and requires a comprehensive understanding of laboratory-level user access requirements. The administrator also supports user agreements, meetings, communications, facility systems, user access, reporting, and other administrative workflows. The position may be hired at either the SA2 or SA3 level depending on the candidate’s relevant knowledge and skills.

Requirements

High school education and at least 4 years of administrative experience, or equivalent.
Experience coordinating meetings or conferences.
Ability to work successfully in a team environment.
Ability to handle multiple requests accurately and promptly.
Ability to handle confidential matters with discretion.
Proficiency in Microsoft Office suite 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.
For the SA3 level: high school education and at least 8 years of experience, or equivalent.

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 collect complete registration materials and troubleshoot issues.
Coordinate with Argonne-level entities, including the Foreign National Access Program and Office of Counterintelligence, as needed.
Coordinate travel and visa letter requests, consulting with Immigration Services as needed.
Support the Argonne user agreements workflow as a backup to ensure continuity of service.
Support the annual APS/CNM Users Meeting.
Manage daily user community communications by email and phone, and work with APS systems for user 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 teams such as IT, IS, Security, and Accounting.
Research, compile, track, and analyze data and information from multiple sources.
Coordinate meeting calendars, logistics, virtual links, space reservations, food orders, honoraria, and travel arrangements and tracking.
Purchase supplies and coordinate procurement packages.
Support facility and DOE reporting outputs.
Use software to compile and generate reports, spreadsheets, statistics, timelines, tables, graphs, correspondence, and presentations.
Provide 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.