Administrative Assistant III

Fermilab•Batavia, IL

2d•$28 - $35•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 involves a moderate degree of independent decision-making and problem resolution, resolving 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 described work arrangement may change based on business needs and is not guaranteed to be final. Employees must perform duties in accordance with applicable environmental, health, and safety regulations and practices.

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.

Responsibilities

Maintain databases and track activities; data may include organizational charts, webpages, and systems supporting the assigned organization.
Compose, prepare, and edit routine and non-routine correspondence; review and distribute incoming correspondence appropriately, and potentially greet and direct visitors and staff.
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 update records.
Prepare purchase requisitions and/or act as a gatekeeper for the purchase requisition system, as needed.
Track time away for the assigned organization and update viewing status for the electronic time-reporting system, as needed.
Coordinate domestic and international travel, including preparing itineraries and reimbursement forms, as needed.
Train and direct the daily tasks of on-call or seasonal employees, as needed.
Perform other duties as assigned by the supervisor.
Perform all duties in accordance with applicable environmental, health, and safety regulations and practices.