Immigration and Personnel Security Associate

Fermi National Accelerator Laboratory•Batavia, IL

10d•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 facilitating communication with internal stakeholders. It also performs badging, access processing, visitor intake, appointment scheduling, customer service, and record-keeping for Campus Access and Visa Office operations, in accordance with DOE, FFDG, and Laboratory policies. The role requires careful handling of sensitive personal information and professional service to people from diverse cultural backgrounds. The position is onsite at Fermilab’s Batavia office. 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 and pass a federal background investigation.

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 individuals from diverse cultural backgrounds.
Excellent written and verbal customer service and communication skills.
Ability to prioritize multiple requests, manage interruptions, and maintain 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 employment offer.
Obtain and maintain an HSPD-12 Personal Identity Verification credential, including passing 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, and Division Administrators 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 meeting regulatory requirements.
Answer routine questions from foreign nationals about documentation requests, timelines, and case process steps.
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.
Provide guidance about 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 records, logs, and correspondence for visitor processing, access approvals, and badge renewals.
Support Visa Office workflows through visitor tracking, appointment notifications, sponsor communications, and document intake.
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 such as email correspondence, data entry, file maintenance, and routing information to internal stakeholders.
Perform other duties as assigned by the supervisor.
Perform duties in accordance with applicable environmental, health, and safety regulations and practices.