ChemMatCARS Administrator

Join to apply for the ChemMatCARS Sector Administrator role at University of Chicago
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Base pay: $62,000.00/yr – $72,000.00/yr
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PME ChemMatCARS – affiliated with the Pritzker School of Molecular Engineering (PME) and funded by NSF as a national user facility for frontier research in chemistry and materials science using synchrotron x‑rays.

The NSF ChemMatCARS seeks an outstanding administrator to serve as liaison between the NSF ChemMatCARS division and the Pritzker School of Molecular Engineering, managing day‑to‑day procurement and finance operations and supporting sector users. The successful candidate will provide proactive and confidential administrative support, anticipate growth opportunities in line with NSF ChemMatCARS goals, and maintain collaboration with a wide range of stakeholders.

• Coordinate and manage daily user operations and business needs at the Advanced Photon Source (APS), Argonne National Laboratory.
• Support operational projects at the direction of the Executive Director, liaising with internal and external stakeholders such as GSECARS, BIOCARS, and ChemMatCARS users.
• Plan and host major events, including outreach activities and funding application activities.
• Create and propose budgets based on project needs and objectives; monitor revenue and expenses to ensure adherence to budget requirements.
• Update and disseminate reimbursement guidelines, award and stipend instructions, and sponsor invoices; handle all payment processing and deposits for sector events.
• Collaborate with PME Human Resources on HR matters for ChemMatCARS at the direction of the Executive Director.
• Stay informed of university programs and initiatives, apprising leadership of issues when necessary; coordinate information flow from the director’s office to PME and the University.
• Train office staff on procedures and compliance protocols; coordinate special projects.
• Assist in monitoring financial and budgetary activities, including vendor contracts; prepare and monitor the budget for a unit.
• Perform additional related work as needed.

• Bachelor’s degree in a related field (minimum).

• 2–5 years of experience in a related administrative or business discipline.
• Progressively responsible business and administrative experience within an academic or complex environment.

• Proficiency with Project Management methodologies and Microsoft Office Suite.
• Familiarity with database management software (e.g., End Note, online survey tools) and document management systems.
• Strong computer and spreadsheet skills, including calendaring and document management.
• Experience with report writing, manuscript drafting, editing, and review.

• Commitment to high service levels and teamwork.
• Excellent organizational, problem‑solving, and coordination skills.
• Strong oral and written communication.
• Time‑management and ability to handle multiple concurrent tasks with minimal supervision.
• Prioritization of urgent tasks while meeting deadlines.
• Flexibility and adaptability to workflow changes.
• Discretion in handling sensitive or confidential information.

• Resume/CV (required)
• Cover Letter (required)

Employees are eligible for benefits, including health, retirement, and paid time off. Details are available in the Benefits Guidebook.

The University of Chicago is an equal‑opportunity employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, or expression, national or ethnic origin, shared ancestry, age, status as an individual with a disability, military or veteran status, genetic information, or other protected classes under the law. For additional information please see the University’s Notice of Nondiscrimination.
Job seekers in need of a reasonable accommodation to complete the application process should call 773‑702‑5800 or submit a request via Applicant Inquiry Form.
All offers of employment are contingent upon a background check that includes a review of conviction history. A conviction does not automatically preclude University employment. Rather, the…