The Photon Sciences Directorate (PSC)/Advanced Photon Source (APS) at Argonne National Laboratory has an opening for a User Program Office Administrator. The Department of Energy Office of Science national scientific user facilities provide researchers from around the world with the most advanced tools of modern science. The Advanced Photon Source produces ultra-bright, high energy, storage ring generated x-ray beams that are used by academic, industrial, and research scientists world-wide to conduct experiments in a very broad range of scientific disciplines. The impact of this research advances our technology, economy, health, and our fundamental knowledge of the materials that comprise our world.
The User Program Office Administrator at the Advanced Photon Source user facility supports the user community, the User Office team, and the facility for a range of administrative, DOE compliance, and reporting functions.
The primary role is to support the processing of APS and CNM (Center for Nanoscale Materials) user registrations for U.S. and non-U.S. Citizen users. The role involves a comprehensive understanding of user access requirements on a Laboratory level.
Responsibilities include :
Work with users to ensure complete registration materials are collected and troubleshoot issues as needed.
Coordinate with ANL-level entities such as Foreign National Access Program (FNAP) and Office of Counterintelligence (CI) as needed.
Coordinate requests for travel and visa letters consulting with Immigration Services as needed.
Support the Argonne user agreements workflow, functioning as a back-up to ensure continuity of service in this area.
Support the annual APS/CNM Users Meeting effort.
Manage daily communications from the user community (e-mail and phone) along with various facets of APS systems including user registration, user proposal submission, user feedback, and user training.
Address user access issues related to Experiment Safety Assessment forms.
Working interpersonally with a diverse array of visitors, Argonne staff, APS staff, beamline scientists, and external SMEs. Communication with other teams such as IT, IS, Security, Accounting, and Foreign National Access Program as needed.
Administrative activities and tasks include :
Researching, compiling, tracking, and analyzing data and information from multiple sources
Meeting calendaring, support, and logistics (virtual links, space reservations, food orders, honoraria, travel arrangements and tracking, etc.)
Purchasing supplies and coordinating procurement packages
Support various reporting outputs for facility and DOE
Utilizing various types of software to compile and generate reports, spreadsheets, statistics, timelines, tables, graphs, correspondence, and presentations
Providing data and information to others on functional unit processes and procedures.
User site access management/Portal check-in/gate passes and user safety training
Manage user inquiries and correspondence
**May be required to perform other duties as assigned.**
Position Requirements
High School and 4+ years’ administrative experience, or equivalent
Experience in meeting/conference coordination.
Proven ability to work successfully in a team environment.
Ability to handle multiple requests with accuracy and timeliness.
Ability to handle matters with confidentiality and discretion.
Proficiency in Microsoft Office suite of products.
Ability to model Argonne’s core values of impact, safety, respect, integrity, and teamwork.
Interpersonal skills, oral and written communication skills, and ability to interact with people at all levels both within and outside the laboratory.
Preferred Knowledge, Skills, and Experience
Knowledge of Argonne’s standard business systems and practices.
Broad working knowledge of departmental and laboratory policies and practice.
This position can be hired at one of two levels; the selected candidate will be placed at the appropriate level (SA2 or SA3) dependent upon the depth and…