User Program Office Administrator

UChicago Argonne, LLC; Lemont (IL); On-site; USD 29,000 - 45,000; Full time

Job summary

Argonne National Laboratory is seeking a versatile User Program Office Administrator for the Advanced Photon Source (APS) user facility in Lemont, Illinois. The role focuses on processing APS and CNM user registrations, ensuring complete materials and compliance with DOE requirements.

You will coordinate with FNAP, CI, Immigration Services, and other teams to support travel letters, user agreements, and the annual APS/CNM Users Meeting.

Qualifications

• High School diploma with 4+ years administrative experience or equivalent.
• Experience in meeting/conference coordination.
• Ability to work effectively in a team.
• Ability to handle multiple requests with accuracy and timeliness.
• Ability to maintain confidentiality and discretion.
• Proficiency in Microsoft Office.
• Strong interpersonal and written/spoken communication skills.

Responsibilities

• Process APS and CNM user registrations and ensure complete materials.
• Coordinate with FNAP and CI as needed.
• Arrange travel and visa letters with Immigration Services.
• Support user agreements workflow and annual APS/CNM Users Meeting.
• Manage daily user communications (email/phone) and APS systems.
• Address access issues related to safety forms.
• Collaborate with IT, Security, Accounting, and Foreign National Office.
• Maintain data, reports, and procurement packages.

Skills

Administrative experience

Meeting/conference coordination

Team collaboration

Multitasking

Confidentiality

Communication skills

Interpersonal skills

Education

High School Diploma

Tools

Microsoft Office

Job description

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

• 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

• 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 breadth of relevant knowledge and skills. The minimum requirements of the two levels are as follows: SA2: High School and 4+ years’ experience, or equivalent. The expected pay range for this position is $20.78 - $32.41. SA3: High School and 8+ years’ experience, or equivalent. The expected pay range for this position is $25.59 - $39.92. Job Family Support Administrative (SA) Job Profile Administrative Support 2 Worker Type Regular Time Type Full time The expected hiring range for this position is $20.78 - $32.41. Please note that the pay range information is a general guideline only. The pay offered to a selected candidate will be determined based on factors such as, but not limited to, the scope and responsibilities of the position, the qualifications of the selected candidate, business considerations, internal equity, and external market pay for comparable jobs. Additionally, comprehensive benefits are part of the total rewards package.

As an equal employment opportunity employer, and in accordance with our core values of impact, safety, respect, integrity and teamwork, Argonne National Laboratory is committed to a safe and welcoming workplace that fosters collaborative scientific discovery and innovation. Argonne encourages everyone to apply for employment. Argonne is committed to nondiscrimination and considers all qualified applicants for employment without regard to any characteristic protected by law. Argonne employees, and certain guest researchers and contractors, are subject to particular restrictions related to participation in Foreign Government Sponsored or Affiliated Activities, as defined and detailed in United States Department of Energy Order 486.1A. You will be asked to disclose any such participation in the application phase for review by Argonne's Legal Department. All Argonne offers of employment are contingent upon a background check that includes an assessment of criminal conviction history conducted on an individualized and case‑by‑case basis. Please be advised that Argonne positions require upon hire (or may require in the future) for the individual be to obtain a government access authorization that involves additional background check requirements. Failure to obtain or maintain such government access authorization could result in the withdrawal of a job offer or future termination of employment.

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