Administrative Assistant, NSF ChemMatCARS

Administrative Assistant

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.

Responsibilities include:

• Serving as the point person to assist ChemMatCARS users visiting the APS and assist ChemMatCARS staff in scheduling user experiments.
• Assisting with outreach activities, including annual summer faculty-student research programs and workshops at ChemMatCARS, and maintaining and updating the ChemMatCARS website.
• Collecting and analyzing beamline statistics, including collecting ChemMatCARS publications using EndNote, citations, user demographics, etc.
• Processing purchasing orders and assisting ChemMatCARS staff with expense reimbursement and GEMS reports.
• Maintaining spreadsheets for all the purchasing activities on Oracle and at Argonne National lab with six different accounts, and assisting 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.
• Scheduling and coordinating meetings and conferences, ensuring the faculty member is prepared by compiling data, statistics, and other information and materials.
• Coordinating and managing daily user operations and business needs of ChemMatCARS at the Advanced Photon Source (APS), Argonne National Laboratory.
• Preparing event expense summary and arranging for payment of all costs incurred.
• Providing administrative support for a leader. Staying informed of activities relating to programs and initiatives, apprising the leader of issues when deemed necessary. Coordinating 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.

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

Preferred Qualifications

Experience:

• 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.

Technical Skills or Knowledge:

• 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.

Preferred competencies include 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.

This is a part-time position of approximately 20 hours per week.

Application Documents:

• Resume/CV (required)

When applying, the document(s) MUST be uploaded via the My Experience page, in the section titled Application Documents of the application.

The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off. Information about the benefit offerings can be found in the Benefits Guidebook.

The University of Chicago is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, or expression, national or ethnic origin, shared ancestry, age, status as an individual with a disability, military or veteran status, genetic information, or other protected classes under the law.