Global Services Associate-2

Fermilab; Batavia (IL); On-site; USD 39,000 - 48,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

401(k)

Job summary

Fermilab in Batavia, IL seeks a Global Services Associate to allocate support, manage site access and ID badge renewals, and coordinate foreign national records. You will work with DOE and FNAL policy to ensure compliant access and data integrity across related systems.

The role requires a high school diploma and 3+ years of general office experience, with strong proficiency in Microsoft Office and familiarity with Workday. Onsite work at Fermilab’s Batavia location is expected.

Qualifications

• High School diploma or equivalent required.
• Minimum 3 years general office experience.
• Proficient with Microsoft Office (Word, Excel, Outlook).

Responsibilities

• Assist Lab Employees, Users, Affiliates, Visitors, and Subcontractors with site access and ID badge renewal.
• Process access requests for foreign visitors and update FACTS data.
• Maintain and organize personnel files; manage Foreign Nationals records in FACTS.
• Identify passports, visas, and work authorizations; note expiration dates per FNAL policy.
• Assist with development and implementation of internal processes; monitor and update data.
• Maintain Host list; ensure hosts complete required training per DOE FNAP Order.
• Compile reports from file searches and manage records per policy.
• Assist in special projects and perform other duties as assigned.

Skills

Microsoft Office

Website CMS

Education

High School Diploma

Tools

Workday

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.About the Role:The Global Services Associate is responsible for allocating support to Laboratory personnel. May be assisted by other administrative personnel.What your Day-to-Day Will Look Like:•Assists Lab Employees, Users, Affiliates, Visitors, and Subcontractors to appropriately obtain and renew site access and ID Badges; processes access requests for approval of foreign visitor’s site access and ID issuance and enters appropriate data into the applicable systems as required; maintains, culls, and organizes personnel files as needed.Creates, maintains, and closes out the Foreign Nationals records within the DOE Foreign Access Central Tracking System (FACTS) system for foreign national personnel to whom site access has been provided:Maintains an understanding of relevant nonimmigrant and immigrant documentation and status categories applying them to individual circumstances.Identifies foreign and U.S. documentation such as passports, visas, work authorizations, etc., noting expiration dates and other key elements that are required by FNAL policies and procedures.Assists with development and implementation of internal processes and procedures; reviews and monitors system data and reports and updates or corrects data accordingly.Keeps informed of system enhancements and acts as a team member in the developing, testing, and implementing new or modified Global Services processes to meet changing requirementsMaintains active Host list and ensures Hosts have completed training as required by the DOE’s Unclassified Foreign National Access Program Order.Responsible for monitoring and coordinating updates to Global Services webpage and ongoing maintenance of department process and procedure manual.Compiles reports from file searches as needed and culls and destroys records as required and/or permitted by law, DOE, or the Laboratory's Records Retention policy.Assists in special projects within the Global Services group as needed.Performs other duties as assigned by supervisorAbides by and is responsible for performing all duties in accordance with all environmental, health and safety regulations and practices pertinent to this position.Attributes and Skills for Success:High School Diploma (Associate degree or Equivalent preferred) and minimum 3+ years of general office experience.Applicable Knowledge, Skills and Abilities Required:•Proficient in Microsoft Office: Word, Access, Excel and Outlook.Familiar with website content management systems such as Word Process and cloud-based business systems such as Workday.Knowledge of the Laboratory is a plus.Work Arrangement:Onsite: This is an onsite role at our Batavia, IL location.Benefits/Perks:Fermilab offers a competitive and comprehensive benefits program, including:Medical, Dental, Vision and Flexible Spending AccountsPaid time offLife insuranceShort and Long-term disability insuranceRetirement benefitsWhy 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 ScreeningFermilab 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-12In 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 ActivitiesFermilab 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 CampusFermilab 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 StatementFermilab 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.