Administrative Assistant III (3-year term)
About The Position
What your day-to-day as an Administrative Support Specialist at Fermilab will look like: Maintain and update databases and tracking systems to support organizational operations (e.g., TRAIN, ESHTRK, MMS, Procard, etc.) Prepare, edit, and manage both routine and non-routine correspondence; review incoming communications and route appropriately Serve as a point of contact for visitors and staff, ensuring a professional and welcoming environment Coordinate meetings, interviews, and events, including scheduling, note-taking, and follow-up documentation Support lab-wide and departmental projects, including ad hoc initiatives and program coordination Develop reports and presentation materials; may transcribe technical notes as needed Manage office operations including supplies, copier maintenance, and record updates Support procurement processes, including purchase requisitions and acting as a system gatekeeper when needed Track time and attendance data and maintain accuracy within electronic reporting systems Coordinate travel arrangements (domestic and international), including itineraries and reimbursement processing Provide guidance and direction to on-call or seasonal staff as needed Perform additional duties as assigned to support team and organizational goals Maintain compliance with all environmental, health, and safety regulations and practices
Requirements
- Strong organizational skills with the ability to manage multiple priorities
- Clear and professional communication across a variety of stakeholders
- Ability to work independently while also collaborating across teams
- Strong attention to detail and follow-through
- Adaptability in a fast-moving, project-based environment
- Working knowledge of administrative and operational procedures
- Ability to manage cross-functional communication and coordination
- Sound judgment and decision-making skills to prioritize tasks effectively
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
- High school diploma or equivalent
- 4+ years of administrative or office support experience
Responsibilities
- Maintain and update databases and tracking systems to support organizational operations (e.g., TRAIN, ESHTRK, MMS, Procard, etc.)
- Prepare, edit, and manage both routine and non-routine correspondence; review incoming communications and route appropriately
- Serve as a point of contact for visitors and staff, ensuring a professional and welcoming environment
- Coordinate meetings, interviews, and events, including scheduling, note-taking, and follow-up documentation
- Support lab-wide and departmental projects, including ad hoc initiatives and program coordination
- Develop reports and presentation materials; may transcribe technical notes as needed
- Manage office operations including supplies, copier maintenance, and record updates
- Support procurement processes, including purchase requisitions and acting as a system gatekeeper when needed
- Track time and attendance data and maintain accuracy within electronic reporting systems
- Coordinate travel arrangements (domestic and international), including itineraries and reimbursement processing
- Provide guidance and direction to on-call or seasonal staff as needed
- Perform additional duties as assigned to support team and organizational goals
- Maintain compliance with all environmental, health, and safety regulations and practices
Benefits
- Competitive salary and retirement plans
- Medical, dental, and vision insurance
- Generous paid time off and holidays
- Onsite wellness resources and programs
- Opportunities for training and career development
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
Number of Employees
501-1,000 employees
