The American Chemical Society is currently looking for an Administrative Assistant to join the PMO in the Publications Division.
The American Chemical Society is the world's largest scientific membership association and one of the top ten science publishers in the world. The Publications Division of the American Chemical Society provides to its members and the worldwide scientific community a comprehensive collection of high quality information products and services for the practice and advancement of the chemical sciences. The Division publishes a weekly magazine, and nearly 50 high-quality scholarly journals focused on chemistry and chemistry-related topics. The PMO is responsible for the ideation, portfolio management and program management functions within the ACS Publications Division.
This position reports to the Assistant Director, PMO. The Administrative Assistant is responsible for managing all administrative processes, and supporting PMO department team members, including establishing meeting logistics, submitting approved contracts, providing cost accruals, processing invoices, tracking payments, producing department reports and filing department materials on online systems. The incumbent is also responsible for ensuring that team members have the supplies needed to perform their job duties, and may assist with travel arrangements and expense report submission. The person who fills this role should act with discretion and integrity, since they will be work with staff and contractors in multiple locations across the organization to ensure that activities are handled seamlessly. This role is viewed as a pivotal one for the PMO team, increasing the capacity of all team members by ensuring that administrative details are handled with minimal direction and intervention, and that roadblocks are identified and escalated early.
Duties may include all or part of the following:
- Supports PMO staff by facilitating project logistics such as meetings, conference rooms, conference calls, etc.
- Submits approved contracts, prepares cost accruals, processes invoices, and tracks vendor payments.
- Produces departmental reports.
- Updates online systems (SharePoint, Confluence and CA PPM) with department materials.
- Coordinates celebrations and offsite meetings.
- Assists with travel arrangements and expense report submissions.
- Orders supplies, processes purchase orders.
High school diploma or equivalent educational certification. Minimum of 5 years of experience in the field or in a related area. Advanced proficiency with several software packages, e.g. Word, Excel. Outlook and SharePoint. Excellent customer service skills. Good communication (written/verbal) and organization skills