Business Title: Administrative Coordinator (Lemont, IL)
Employee Type: Admin. Professional (+) (Fixed Term)
Job Family: Administrative Professional - OT Eligible
Summary of Duties: This position functions as an Administrative Coordinator in direct support of day-to-day business operations for the Dynamic Compression Sector (DCS) at the Advanced Photon Source (APS), Argonne National Laboratory. The DCS is a first-of-its-kind, national research facility that provides experimental capabilities in dynamic compression or shock wave science to scientists from across the United States. These scientists (called users) come to the DCS from universities, national laboratories, and other research institutions.
The DCS Administrative Coordinator is responsible for administrative operations related to managing user experiments at the DCS. This position also provides back-up to the Business Operations Coordinator and Administrative Manager, as needed. A high level of professionalism, strong organizational skills, and the ability to meet deadlines is required.
Representative responsibilities include, but are not limited to:
Serve as a primary administrative contact for user operations from the submission of the research proposal for experimental time through post-experiment activities. User administrative activities include: Track and manage the calendar and communication plan for users based on the experimental run schedule, send request for required user actions to users, ensure timely receipt of information and data related to experiments, verify data submitted to the APS systems, log information received for each experiment, arrange and participate in conference calls with technical point-of-contact, and confirm receipt of post-experiment information, use Qualtrics, MobaXterm and Globus for data collection
Interact with internal and external constituencies, often on complex and confidential issues; provide information and assistance in resolving problems and creating solutions for day-to-day business issues related to DCS operations. The scope of interactions includes close coordination with the Institute for Shock Physics operations in Pullman, WA, and external constituencies, such as the Advanced Photon Source, federal agencies and the various organizations within the DCS user community.
Work as part of a collaborative team to aid in the execution of protocols for DCS operations, in accordance with the Conduct of Operations Manual and APS/ANL policies and procedures.
Manage the organization of DCS user operational metrics used for reporting to external sponsors and for analyzing operational trends and projections.
In coordination with the Operations Coordinator, assist with procurement activities, including vendor relations, purchase requisition, tracking, receiving, and inventory.
A Bachelor's degree in a field relevant to area of specialization and three (3) years of experience directly related to the specialty area. Any combination of relevant education and experience may be substituted for the educational requirement on a year-for-year basis.
Excellent interpersonal skills, including proven ability to collaborate with diverse professionals from various organizations, levels and perspectives.
Experience providing customer service to external constituents.
Effective oral and written communication skills.
Proactive, solution-oriented approach to team collaboration to result in successful operations.
Proven ability to conceptualize and communicate program requirements to both technical and non-technical personnel.
Ability to understand, manipulate and extract a wide range of data/metrics from diverse sources for creation and analysis of custom operational reports.
Project management - the ability to simultaneously manage several projects and solve problems for a wide range of complex administrative tasks with conflicting and often changing priorities and deadlines.
Demonstrated capability to exercise good judgment and analytical thought processes.
Demonstrated skills in using Microsoft Office and other software applications.
Experience in working in a fast-paced research environment.
Experience in a University setting and familiarity with the University business operations, policies, and procedures.
Experience in using Qualtrics, MobaXterm, Globus, and database applications
College of Arts and Sciences
Institute for Shock Physics / Dynamic Compression Sector
City, State, Zip:
Advanced Photon Source, Argonne National Laboratory, Lemont IL, 60439
Depends on experience, qualifications, and University guidelines
Screening Begin Date:
June 14, 2021
This position has been designated by the department to require a background check.
Applicants must attach the following documents to their online application: 1) resume and 2) cover letter. Application materials should clearly communicate how the applicant meets all required qualifications and additional requirements. Applicants are required to include contact information for professional references within the application.
Time Type: Part time
Position Term: 12 Month
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