Administrative Assistant, NSF ChemMatCARS

Department: PME ChemMatCARS

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.

• Serve as the point person to assist ChemMatCARS users visiting the APS and assist ChemMatCARS staff in scheduling user experiments.
• Assist with outreach activities, including annual summer faculty‑student research programs and workshops at ChemMatCARS, and maintain and update the ChemMatCARS website.
• Collect and analyze beamline statistics, including collecting ChemMatCARS publications using End Note, citations, user demographics, etc.
• Process purchasing orders and assist ChemMatCARS staff with expense reimbursement and GEMS reports.
• Maintain spreadsheets for all purchasing activities on Oracle and at Argonne National Laboratory with six different accounts, and assist tasks related to accounting ledgers.
• Be 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.
• Schedule and coordinate meetings and conferences, ensuring the faculty member is prepared by compiling data, statistics, and other information and materials.
• Coordinate and manage daily user operations and business needs of ChemMatCARS at the Advanced Photon Source (APS), Argonne National Laboratory.
• Prepare event expense summary and arrange for payment of all costs incurred.
• Provide administrative support for a leader, stay informed of activities relating to programs and initiatives, and apprising the leader of issues when deemed necessary; coordinate information flow from leader's office.
• May initiate correspondence and other written materials under own signature or for signature of the leader; triage emails and telephone calls for action; resolve a combination of some routine and complex inquiries.
• Perform other related work as needed.

• Vocational training, apprenticeships or equivalent experience in related field (four‑year degree not typically required).
• Knowledge and skills developed through 5‑7 years of work experience in a related job discipline.

• 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,…