Job Search - Requisition Detail

Administrative Specialist

Title:  Administrative Specialist Date Posted:  05/10/2013
Division:  X-Ray Science Date Re-posted:  
Requisition:  320861 XSD Salary:  
Employment Category:  Regular Pay Cycle:  Hourly
Shift:  8:30am - 5:00pm Grade:  SA4
Hours:  40  
Job Description
  Basic Purpose
  Manages/administers the sensitive DOE/ANL Foreign Visits and Assignments Program for APS and CNM users, as well as for major conferences held at Argonne under the auspices of the APS or APS user institutions. Maintains up-to-date knowledge of complex, constantly changing DOE/ANL requirements for visits, assignments, and visas. Researches and documents information needed for specific security plans and visa support letters. Develops and maintains excellent working relationships with staff throughout the Laboratory to expedite access permissions as needed. Prepares and updates general and specific security plans. Recruits and trains hosts for non-U.S. citizen access approvals. Analyzes trends in user access, prepares statistical evaluations as needed. Carries out special projects as requested. Suggests solutions and recommends procedural changes to resolve access problems for foreign nationals.
  Knowledge, Skills and Experience
Knowledge of DOE regulations in the area of visits and assignments by foreign nationals, ANL policies and procedures related to foreign visits and assignments, office procedures and practices, and use of multiple user-related Oracle database applications. Skill in independent handling of a complex, extremely heavy workload that involves judgment in methods of handling individual cases, establishing priorities, maintaining excellent working relationships at various levels throughout ANL, and using tact and persuasion to accomplish position objectives for the benefit of APS/CNM users and ANL. Knowledge of English grammar and composition, coupled with excellent skill in oral and written communication.
The inadequate lead time frequently associated with the requests for access by non U.S. citizen APS/CNM users leads to last-minute request for approval and a need for tact and diplomacy in dealing with both users and ANL/DOE personnel. This position carries and extremely heavy workload, is frequently stressful, and requires a high level of independent, thoughtful judgment. Works with minimal supervision. Note: the rapidly growing APS user community (which currently numbers 6800, ~50% of which are not U.S. citizens) will continue to generate new demands on this position.
  Minimum Education/Experience Requirements
Associate's Degree with 8+ years of related work experience, High School Diploma and 10+ years of related work experience or their equivalents

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