Office Administrator

Date: Feb 27, 2023

Location: Washington, DC, US, 20036

Company: American Chemical Society

The staff of the Office of Research Grants (ORG) acts for the American Chemical Society in the administration of all research grants programs of the Society. The mission of the Office of Research Grants is to administer these programs so that they conform to the guidance provided in the founding documents, and at the same time have significant impact consistent with the vision for the programs provided by the ACS Board of Directors. The office administers The ACS Petroleum Research Fund (PRF), the Herman Frasch Foundation Grants in Agricultural Chemistry, and the Irving S. Sigal Postdoctoral Fellowships. Primary responsibility is for the ACS PRF, a program of research grants to nonprofit institutions, primarily colleges and universities. 



Position Summary
This Office Administrator provides administrative assistance to the ORG Director, coordinates meetings of the PRF Committee, and serves as Office Manager for the unit. The incumbent interacts with all levels of ACS staff, ACS members, the ACS Board of Directors, the ACS Board Standing Committee on the Petroleum Research Fund, and the scientific/engineering community. The position assists with content management of the ORG web presence and information archives. The Office Administrator also supports the systems and data base maintenance.


Position Accountabilities:
1. Collaborate with the ACS Meetings Department in planning PRF Committee meetings, 
including pre-event planning and logistics on site. Coordinates travel and hotel arrangements for PRF Committee members, ACS Board of Directors, and ORG staff attending meetings.
2. Prepares committee rosters, agendas and meeting materials for PRF Committee meetings 
and drafts minutes of the meetings. Compiles PRF committee reports and agenda items for 
inclusion in ACS Board agendas.
3. Coordinates the PRF/Research Corporation reception during the Fall ACS National Meeting.
4. Serves as Office Manager for the unit. Assists with the establishment, implementation and monitoring of uniform unit-wide office procedures that are consistent with ACS-wide 
procedures and policies. Communicates organizational and unit policies and procedures for 
unit staff and ensures the smooth administration of office functions. 
5. Supports the maintenance of grant application systems and databases. 
6. Provides administrative support to the Director including drafting/updating routine 
correspondence and documents, scheduling meetings and conference rooms, and ordering 
7. Creates, revises, and updates content for the ORG website and, collaborates with ACS 
Marketing on disseminating funding opportunity information to the appropriate audiences.
8. Completes special projects as required.


BA/BS degree or equivalent combination of education, certifications, and experience in areas of related discipline. Minimum of 2 years of relevant experience is desirable. Ability to use 
Microsoft Office Suite–Excel, Word, PowerPoint–at an advanced level required. Excellent oral 
and written communication skills required. Must show past success as an independent thinker and problem solver.


Travel required.


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.




Nearest Major Market: Washington DC

Job Segment: Research