Administrative Assistant III

Fermi National Accelerator Laboratory•Batavia, IL

1d•Onsite

About The Position

Fermilab is seeking an Administrative Assistant III to perform moderately complex administrative and staff-support duties for an assigned organization under general supervision. The role requires a moderate degree of independent decision-making and problem resolution, handling moderately complex issues and referring more complex matters to higher-level staff. Specific duties vary according to the needs of the assigned organization. The position is onsite at Fermilab’s Batavia office. The work arrangement may change based on business needs and is not guaranteed to remain as described. Employees must comply with environmental, health, and safety regulations and practices relevant to the position. Employment is contingent on successful completion of a background check and drug screening. New employees must obtain and maintain an HSPD-12 Personal Identity Verification credential, which requires successfully passing a federal background investigation. Fermilab also requires disclosure of participation in certain foreign government-sponsored or affiliated activities for review. Candidates attending interviews or career events on campus must present a REAL-ID or equivalent; a virtual interview may be arranged if a selected candidate lacks an acceptable document. Fermilab is an equal opportunity employer and evaluates qualified applicants without regard to protected characteristics.

Requirements

High school diploma.
At least 4 years of administrative experience.
Working knowledge of administrative operational procedures.
Ability to manage cross-functional communication and collaboration.
Ability to use independent judgment to prioritize tasks effectively.
Proficiency in Microsoft Office Suite.
Ability to work onsite at the Batavia office.
Successful completion of a background check and drug screening as a condition of employment.
Obtain and maintain an HSPD-12 Personal Identity Verification credential, including successfully passing a federal background investigation.

Responsibilities

Maintain databases by tracking activities and, as applicable, maintain organizational charts, webpages, and operating-system data supporting the assigned organization.
Compose, prepare, and edit routine and non-routine correspondence; review and distribute incoming correspondence; and greet and direct visitors and staff as needed.
Coordinate meetings, interviews, and other events; take notes, complete request forms, and record and distribute pertinent information as needed.
Contribute to and participate in ad-hoc Lab projects, specialized projects or programs, and program support.
Prepare moderately complex periodic reports and presentation materials; transcribe technical notes as needed.
Maintain the copier and office-supply stock by ordering supplies or preparing work orders and updating records.
Prepare purchase requisitions and/or serve as a gatekeeper for the purchase requisition system.
Track time away for the assigned organization and update viewing status in the electronic time reporting system as needed.
Coordinate domestic and international travel, including travel itineraries and reimbursement forms.
Train and direct the daily tasks of on-call or seasonal employees as needed.
Perform other duties assigned by the supervisor.
Perform all duties in accordance with applicable environmental, health, and safety regulations and practices.