Global Services Associate

Fermilab•Lead, SD

3d•$28 - $35•Onsite

About The Position

The Global Services Associate assists Lab Employees, Users, Affiliates, Visitors, and Subcontractors with obtaining and renewing site access and ID badges. This role involves processing access requests, maintaining personnel files, and managing foreign national records within the Department of Energy (DOE) Foreign Access Central Tracking System (FACTS). The associate will stay informed about relevant nonimmigrant and immigrant documentation, identify necessary U.S. and foreign documentation, and assist in developing and implementing internal processes. Responsibilities include monitoring system data, participating in system enhancements, maintaining active host lists, updating the Global Services webpage, and maintaining department process and procedure manuals. The role also involves compiling reports, culling and destroying records as permitted by law, and assisting with special projects within the Global Services group. Adherence to environmental, health, and safety regulations is required.

Requirements

High School Diploma required
Minimum three (3) years of general office experience.
Proficient in Microsoft Office applications including Word, Access, Excel, and Outlook.
Ability to understand and apply policies, procedures, and regulatory requirements.
Knowledge of immigration-related documentation including passports, visas, and work authorizations.
Experience maintaining records, files, and data management systems.
Strong organizational skills with exceptional attention to detail.
Ability to maintain accurate records and documentation while managing multiple priorities.
Strong customer service and interpersonal skills.
Effective written and verbal communication skills.
Ability to work independently and collaboratively within a team environment.
Demonstrated ability to handle sensitive and confidential information with professionalism and discretion.
Ability to review, monitor, and update data and reports with a high degree of accuracy.

Nice To Haves

Associate Degree or equivalent preferred.
Familiarity with website content management systems such as WordPress.
Familiarity with cloud-based business systems such as Workday.
Knowledge of Fermilab operations is a plus.

Responsibilities

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 site access and ID issuance and enters appropriate data into applicable systems as required.
Maintains, culls, and organizes personnel files as needed.
Creates, maintains, and closes out foreign national records within the Department of Energy (DOE) Foreign Access Central Tracking System (FACTS) for foreign national personnel who have been granted site access.
Maintains an understanding of relevant nonimmigrant and immigrant documentation and status categories and applies them to individual circumstances.
Identifies foreign and U.S. documentation including passports, visas, work authorizations, and related records, noting expiration dates and other key elements required by Fermilab 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.
Remains informed of system enhancements and participates in the development, testing, and implementation of new or modified Global Services processes to meet changing requirements.
Maintains active host lists and ensures hosts complete training required by the DOE Unclassified Foreign National Access Program Order.
Responsible for monitoring and coordinating updates to the Global Services webpage and ongoing maintenance of department process and procedure manuals.
Compiles reports from file searches as needed and culls and destroys records as required and/or permitted by law, DOE requirements, or the Laboratory Records Retention Policy.
Assists in special projects within the Global Services group as needed.
Performs other duties as assigned by supervisor.
Abides by and is responsible for performing all duties in accordance with applicable environmental, health, and safety regulations and practices pertinent to this position.