Job Description

The Administrative Assistant provides a variety of functions within AUI Labs, working with IMCA-CAT located at the Advanced Photon Source (APS) at Argonne National Laboratory just outside Chicago, IL. This role will provide administrative support to the IMCA-CAT team and liaise with both AUI and the APS to support operations. Responsibilities include managing procurements, coordinating meetings and onsite visits, managing routine correspondence for facility operations, managing access for experiments, and preparing documents for domestic and international shipments. Collects, prepares, or reviews confidential information, correspondence, reports, and presentations. Acting as a representative of the AUI Labs, this position requires a high level of professionalism, judgment, confidentiality, a positive attitude, attention to detail, and initiative with internal and external clients. Must be organized and have strong verbal and written communication skills. With minimal supervision, must be able to work independently, anticipate the needs of AUI Labs, and take appropriate steps to respond. This role is on site based at the center of IMCA-CAT’s operations at the Advanced Photon Source (APS), Argonne National Laboratory.

Key Responsibilities

• Manage access for experiments.
• Prepare documents for domestic and international shipments, including providing Customs documents as needed.
• Coordinate registrations and site access logistics for visitors.
• Coordinate travel arrangements for a manager and/or staff, sometimes assisting AUI Labs; prepare and submit travel authorizations and travel reimbursement requests.
• Coordinate and assist with meetings and events logistics, both onsite and offsite, by scheduling appropriate meeting times, booking rooms, organizing catering, arranging to ship supplies, arranging for facility support services for the meetings, and setting up.
• Attend meetings to prepare and disseminate detailed minutes in addition to workshops and conferences as needed.
• Attend and represent IMCA-CAT at administrator meetings at the Advanced Photon Source.
• Work with office vendors to schedule deliveries and maintenance, order replenishment supplies, and maintain stock lists.
• Compose and proofread communications, including business letters, emails, reports, and meeting agendas.
• Manage outgoing post and record data on special deliveries.
• Enter purchase requisitions, gather supporting documents, and monitor purchase orders.
• Ahere to all safety and compliance requirements.

• Associate degree (A.A.) or equivalent from a two-year college or technical school in administration, or an equivalent combination of education and experience.
• A minimum of 2 years of experience in an administrative capacity with increasingly responsible duties. Working knowledge of research administration practices and experience in high-level administrative support.

Skills, Knowledge and Abilities

• Exceptional organizational skills with a strong ability to prioritize tasks and manage competing deadlines.
• Highly collaborative and team-oriented approach to supporting colleagues and solving day-to-day operational challenges.
• Excellent written and oral communication skills, with the ability to correspond professionally across all levels of an organization.
• Proactive and self-motivated, consistently anticipating needs and taking initiative to exceed expectations.
• Proficiency in Microsoft Office Suite and other standard administrative tools and platforms.
• Ability to meet requirements for site access to Argonne National Laboratory.