Administrative Support IV JC

Fermi National Accelerator Laboratory•Lead, SD

8d•$34 - $42•Onsite

About The Position

What your day-to-day as the Administrative Assistant will look like: 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 makes decisions regarding appropriate distribution; 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 complex periodic reports and/or presentation materials. May transcribe technical notes. Researches and evaluates office equipment needs for the department and recommends purchases. May order supplies, prepare work orders, and update records. Serves as a mentor and source of information on procedures, programs, and policies; reviews and recommends changes to policies and procedures. May track time away for the assigned organization and update viewing status for the electronic time reporting system. May prepare purchase requisitions and/or act as a gatekeeper for the purchase requisition 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. Skills and Attributes for Success: High school diploma with six (6) or more years of administrative experience. Ability to effectively support organizational operations and manage multiple administrative responsibilities. Strong communication and organizational skills with the ability to collaborate across teams. Applicable Knowledge, Skills, and Abilities Required: Extensive 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.

Requirements

High school diploma with six (6) or more years of administrative experience.
Ability to effectively support organizational operations and manage multiple administrative responsibilities.
Strong communication and organizational skills with the ability to collaborate across teams.
Extensive 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 one or more operating systems.
Composes, prepares, and edits routine and non-routine correspondence.
Reviews incoming correspondence and makes decisions regarding appropriate distribution.
Greets and directs visitors and other staff.
Coordinates meetings, interviews, and other events.
Takes notes, completes 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 complex periodic reports and/or presentation materials.
Transcribes technical notes.
Researches and evaluates office equipment needs for the department and recommends purchases.
Orders supplies, prepare work orders, and update records.
Serves as a mentor and source of information on procedures, programs, and policies; reviews and recommends changes to policies and procedures.
Tracks time away for the assigned organization and update viewing status for the electronic time reporting system.
Prepares purchase requisitions and/or act as a gatekeeper for the purchase requisition system.
Coordinates domestic and international travel, including preparation of travel itineraries and reimbursement forms.
Trains 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.