Office Administrator

Date: Sep 22, 2022

Location: Washington, DC, US, 20036

Company: American Chemical Society

Unit Overview

The Scientific Advancement unit’s efforts are focused on helping the Society fulfill its mission “to advance the broader chemistry enterprise, and its practitioners, for the benefit of Earth and its people.” The Division is responsible for both the administrative and policymaking, as well as the research and development unit for new initiatives. The unit is currently comprised of the Office of Sustainable Development including the Green Chemistry Institute ®, the Office of Research Grants, technical divisions, scientific programming at ACS National Meetings, and chemical safety.

 

Position Summary

This position supplies administrative support services to the Division in general. The incumbent reports to the Director of Scientific Advancement and is responsible for the efficient organization of the Scientific Advancement Division on short- and long-term strategic projects. In addition to the project management aspects of the role, additional key features include: the ability to move quickly and thoughtfully, effectively interact with multiple people at all levels across the Society, be highly responsive to queries and requests, calmly navigate ambiguity, and develop and maintain trust of sensitive information and of people across the Society. The role includes collaboration with team members to determine and prioritize programs, initiatives, and events. Work design: Works under general supervision Resolves non-routine problems by applying general policies, practices, procedures, and principles. Performs in-depth analyses of standard problems.

 

Work design: Works under general supervision Resolves non-routine problems by applying general policies, practices, procedures, and principles. Performs in-depth analyses of standard problems.

 

 

Position Accountabilities:

1. Provides administrative support to the Division on key activities, meetings and travel.

2. Coordinates and attends unit meetings, takes notes, and follows up on action items. Performs special projects, as required, for the unit.

3. Processes contracts, invoices, purchase vouchers and follow up action items.

4. Assisting with planning office and meeting events (i.e., placing food orders, directing set-up and clean up).

5. Office supply procurement and management.

6. Supports key conferences including coordination of sponsor and exhibitor payments; managing inventory giveaways.

7. Administrative, financial, and logistical aspects of Division-related Awards.

8. Travel assistance for internal and external stakeholders

 

 

Position Requirements

  • 5+ years Level of Education: BS/BA or equivalent; office management experience preferred.
  • The candidate would be joining a mission-driven team within a large organization.
  • A self-starter possessing the ability to quickly absorb information and drive assignments to completion with limited oversight is required.
  • Excellent organizational ability, combined with flexibility and adaptability in working with multiple, diverse companies and in handling rapidly changing priorities is essential.
  • Experience working in and with teams to accomplish the short- and long-term mission of the Division and the ACS is essential.
  • Excellent communication skills, both oral and written, are required as well as a technology-savvy approach.
  • Required proficiency in Word, Excel and PowerPoint. Willingness to learn new software platforms utilized by both internal and external stakeholders.
  • Familiarity with SAP or other business/financial management software is desirable.

 

 

Division

Position Summary

This position will be primarily based in the Washington D.C. (or applicable) office. ACS employees work a hybrid work schedule, consisting of working onsite, three days per week. ACS employees are in the office on Tuesday and Wednesday with the third in-office day scheduled in consultation with the manager. While always welcome to work in the office, employees may work the other two days of the week from a location of their choice. New employees are immediately eligible for this hybrid work arrangement. ACS offers relocation assistance, if applicable.

 

 

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