On-Site Administrative Coordinator for IMCA-CAT Operations

Nonprofit HR; Chicago (IL); On-site; USD 42,000 - 56,000; Full time

Job summary

The Administrative Assistant provides a variety of functions within AUI Labs, supporting the IMCA-CAT team located at Argonne National Laboratory near Chicago, IL. This on-site role liaises with AUI and APS to support operations, handling procurement, meetings, on-site visits and shipments, and preparing documents for domestic and international shipments.

Strong organizational and communication skills are essential.

Qualifications

• Associate degree in administration or an equivalent combination of education and experience.
• At least 2 years of administrative experience with increasing responsibilities.
• Experience with procurement, meetings/events coordination, and travel logistics.
• Ability to prepare confidential documents and coordinate shipments and access.

Responsibilities

• Manage access for experiments.
• Prepare documents for domestic and international shipments, including Customs documents.
• Coordinate registrations and site access for visitors.
• Arrange travel arrangements and process travel authorizations.
• Schedule meetings and events, book rooms, arrange catering, and ship supplies.
• Attend meetings to record detailed minutes and support workshops.
• Represent IMCA-CAT at administrator meetings at the Advanced Photon Source.
• Coordinate vendor deliveries and stock replenishment.
• Compose and proofread business letters, emails, and meeting agendas.
• Process purchase requisitions and monitor purchase orders.
• Adhere to safety and compliance requirements.

Skills

Organizational skills

Team collaboration

Communication skills

Initiative

Site access requirement

Education

Associate degree in administration

Tools

Microsoft Office

Job description

The Administrative Assistant provides a variety of functions within AUI Labs, supporting the IMCA-CAT team located at Argonne National Laboratory near Chicago, IL. This on-site role liaises with AUI and APS to support operations, handling procurement, meetings, on-site visits and shipments, and preparing documents for domestic and international shipments.

Strong organizational and communication skills are essential.