Immigration and Personnel Security Associate

Fermilab•Batavia, IL

11d•$28 - $35•Onsite

About The Position

Fermilab is seeking an Immigration and Personnel Security Associate who, under general supervision, provides immigration case support and global services/front-desk processing for visitors, users, employees, and affiliates. The role supports the Laboratory’s immigration program by coordinating case documentation, assisting with compliance reviews, supporting export control screening workflows, and communicating with internal stakeholders. It also supports Campus Access and Visa Office operations through badging, access processing, visitor intake, appointment scheduling, customer service, and record-keeping, while following DOE, FFDG, and Laboratory policies. 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. An offer is contingent upon successfully completing a background check and drug screening. New employees must obtain and maintain an HSPD-12 Personal Identity Verification (PIV) Credential by successfully completing a federal background investigation. The role is subject to restrictions and disclosure requirements concerning certain Foreign Government Sponsored or Affiliated Activities. The position does not offer relocation assistance, sponsorship assistance, or eligibility for Fermilab’s referral bonus program.

Requirements

High school diploma or equivalent.
At least 3 years of administrative, customer service, or compliance-related experience.
Strong attention to detail and accuracy when handling sensitive personal data.
Ability to maintain confidentiality.
Ability to interact professionally with people from diverse cultural backgrounds.
Excellent written and verbal customer service and communication skills.
Ability to prioritize multiple requests, manage interruptions, and maintain a steady workflow in a front-desk environment.
Proficiency with Microsoft Office applications and ability to learn internal systems for access processing, visitor tracking, and case documentation.
Ability to work onsite at the Batavia office.
Successful completion of a background check and drug screening is required for an offer of employment.
New employees are required to obtain and maintain an HSPD-12 Personal Identity Verification (PIV) Credential and successfully complete a federal background investigation.

Nice To Haves

Associate degree or equivalent experience.
Experience working with confidential information.
Prior experience in immigration, global mobility, visa processing, international services, higher education, or government access programs.
Familiarity with document handling, regulatory compliance, or case-management processes.

Responsibilities

Assist with collecting, reviewing, and organizing immigration case documentation for foreign nationals, users, affiliates, and employees.
Prepare and maintain case files for visa sponsorships, work authorization renewals, and compliance-related updates under the direction of the Immigration Specialist and Global Services Supervisor.
Coordinate with HR, Legal, Export Control, Division Administrators, and other internal partners to obtain required documents and information in a timely manner.
Support immigration-related reporting by tracking expiration dates, collecting updates, and communicating timeline requirements to stakeholders.
Assist with export control compliance screening for foreign nationals while maintaining confidentiality and following regulatory requirements.
Answer routine questions from foreign nationals about documentation requests, timelines, and case processes.
Schedule immigration-related appointments and help monitor workflow queues in internal systems.
Perform front-desk intake, badging, registration, and identity verification for employees, users, affiliates, and guests in accordance with Personnel Security procedures.
Issue, update, and manage laboratory badges, access levels, and entry privileges; collect and validate required documentation before granting access.
Explain campus access requirements, including citizenship documentation, training prerequisites, sponsor requirements, and visit durations.
Schedule and manage visitor-processing appointments to support timely daily customer throughput.
Maintain accurate records, logs, and correspondence for visitor processing, access approvals, and badge renewals.
Support Visa Office workflows by tracking visitors, sending appointment notifications and sponsor communications, and receiving documents.
Assist walk-in and scheduled visitors with routine questions and escalate complex cases to supervisors or senior staff.
Follow DOE, FFDG, and Fermilab access policies and assist with compliance-driven documentation review.
Perform administrative work including email correspondence, data entry, file maintenance, and routing information to internal stakeholders.
Perform other duties as assigned by the supervisor.
Perform all duties in accordance with applicable environmental, health, and safety regulations and practices.