Administrative Assistant III

Fermi National Accelerator Laboratory; City of Batavia (NY); On-site; USD 39,000 - 48,000; Full time

Benefits offered by this job

Medical, Dental, Vision and Flexible

Paid time off

Life insurance

Disability insurance

Retirement benefits

Onsite day care

Job summary

Fermilab is hiring an Administrative Assistant III to perform moderately complex administrative and support duties for the assigned organization at the Batavia, IL campus. The role requires independent decision-making and problem-solving, including resolving issues with higher-level staff.

Day-to-Day responsibilities include data maintenance, document prep, meeting coordination, and ad-hoc project support. Onsite: work from our Batavia Office with benefits including health, retirement, and time

Qualifications

• Working knowledge of administrative operational procedures.
• Ability to manage cross-functional communication and collaboration.
• Ability to use independent judgment to effectively prioritize tasks.
• Proficiency in Microsoft Office Suite.

Responsibilities

• Performs varied database maintenance by tracking activities.
• Maintains data in organizational charts, webpages, and/or operating systems (e.g., TRAIN, ESHTRK, MMS, Procard).
• Composes, prepares, and edits routine and non-routine correspondence; reviews inbound mail; may greet visitors.
• Coordinates meetings, interviews, and events.
• May be responsible for taking notes, completing forms, and distributing pertinent information.
• Contributes to ad-hoc Lab projects and program support.
• Prepares moderately complex reports and presentation materials.
• Maintains copier and stock of office supplies; orders supplies or creates work orders.
• May prepare purchase requisitions and act as gatekeeper for requisition system.
• Tracks time away and updates time reporting system.
• May coordinate domestic and international travel; prepares itineraries and reimbursements.
• May train and direct on-call or seasonal staff.
• Performs other duties as assigned; adheres to EH&S regulations.

Skills

Independent judgment

Cross-functional communication

MS Office

Prioritization

Education

High school diploma with 4+ years admin experience

Job description

The expected hiring range for this position is: $28.30-$34.51. Please note that the pay range information is a general guideline only. The pay offered to a selected candidate will be determined based on factors such the scope and responsibilities of the position, qualifications of the selected candidate, business considerations, internal equity, and external market pay for comparable jobs. This position is not eligible for relocation assistance, sponsorship assistance or referral bonus program.

About the Role

Fermilab is hiring an Administrative Assistant III to perform moderately complex administrative and support duties for the assigned organization. The role requires independent decision-making and problem-solving, including resolving issues and referring more complex matters to higher-level staff.

Day-to-Day Responsibilities

• Performs varied database maintenance by tracking activities.
• May maintain data in organizational charts, webpages, and/or one or more operating systems supporting the assigned organization (e.g., TRAIN, ESHTRK, MMS, Procard, etc.).
• Composes, prepares, and edits routine and non-routine correspondence; reviews incoming correspondence and distributes appropriately; may greet and direct visitors and other staff.
• Coordinates meetings, interviews, and other events.
• May be responsible for taking notes, completing request forms, and/or recording and distributing pertinent information.
• Contributes to and participates in ad-hoc Lab projects, specialized projects/programs, and/or program support.
• Prepares moderately complex periodic reports and/or presentation materials.
• May transcribe technical notes.
• Maintains copier and stock of office supplies by ordering supplies or preparing work orders, and updates records.
• May prepare purchase requisitions and/or act as a gatekeeper for the purchase requisition system.
• May track time away for the assigned organization and update viewing status for the electronic time reporting system.
• May coordinate domestic and international travel, including preparation of travel itineraries and reimbursement forms.
• May train and direct daily tasks of “on-call” or “seasonal” employees.
• Performs other duties as assigned by supervisor.
• Abides by and is responsible for performing all duties in accordance with all environmental, health and safety regulations and practices pertinent to this position.

Minimum Required Education and Experience

High school diploma with 4+ years of administrative experience.

Applicable Knowledge, Skills and Abilities Required

• Working knowledge of administrative operational procedures.
• Ability to manage cross-functional communication and collaboration.
• Ability to use independent judgment to effectively prioritize tasks.
• Proficiency in Microsoft Office Suite.

Work Arrangement

Please note that the described work arrangement is subject to change based on business needs and is not guaranteed to be final. Onsite: This is an onsite role, and the candidate must be able to work from our Batavia Office.

Benefits/Perks

• Medical, Dental, Vision and Flexible Spending Accounts
• Paid time off
• Life insurance
• Short and Long-term disability insurance

Retirement benefits

Onsite day care

Why Fermilab

Fermilab is America’s premier laboratory for particle physics and accelerator research, funded by the U.S. Department of Energy. We support discovery science experiments in Illinois and locations around the world, including deep underground mines in South Dakota and Canada, mountaintops in Arizona and Chile, CERN in Europe and the South Pole.

Pre-Employment Screening

Drug-Free Workplace & Pre-Employment Screening Fermilab is dedicated to fostering a safe, productive and drug-free environment. An offer of employment is contingent upon the successful completion of a background check and drug screening.

HSPD-12

HSPD-12 In accordance with Homeland Security Presidential Directive 12 (HSPD-12) new employees are required to obtain and maintain a HSPD-12 Personal Identity Verification (PIV) Credential. To obtain this credential, new employees must successfully complete and pass a federal background check investigation. This investigation includes a declaration of illegal drug activities, including use, supply, possession, or manufacture. This includes marijuana and cannabis derivatives, which are still considered illegal under federal law, regardless of state laws. Failure to obtain or maintain such government access authorization could result in the withdrawal of a job offer or future termination of employment.

Foreign Government Sponsored Activities

Fermilab employees, and certain guest researchers and contractors, are subject to particular restrictions related to participation in Foreign Government Sponsored or Affiliated Activities, as defined and detailed in United States Department of Energy Order 486.1A. Such individuals will be asked to disclose any participation for review by Fermilab's Office of General Counsel.

REAL-ID Requirement for access to Fermilab Campus

Fermilab requires all members of the public to produce a REAL-ID, or equivalent, to access the Fermilab Campus for interviews or career events. A list of acceptable forms of ID can be found here: https://get-connected.fnal.gov/wp-content/uploads/2021/09/REALID-Documents.pdf. If a candidate is selected for an interview but does not possess any of the equivalent documents, we may schedule a virtual interview.

Equal Opportunity Statement

Fermilab is an equal opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, age, national origin, disability, veteran status, genetic information, and other legally protected categories.

Fermilab is the United States' premier particle physics laboratory. We work on the world's largest and most advanced particle accelerators and dig down to the tiniest building blocks of matter. We probe the farthest reaches of the universe, seeking out the nature of dark matter and dark energy. Fermilab's over 2,000 employees include scientists and engineers from all around the world and collaborators from more than 50 countries on physics experiments based in the United States and elsewhere. Our work experience is the combination of everything that's unique about us: our culture, our core values, our company meetings, our commitment to sustainability, our recognition programs, but most importantly, our people. To learn more about Fermilab's employee programs, visit our main Careers site.

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