Administrative Support Assistant Iii

We Are:

Fermilab is America’s premier laboratory for particle physics and accelerator research, funded by the U.S. Department of Energy. We support discovery science experiments in Illinois and at locations around the world, including deep underground mines in South Dakota and Canada, mountaintops in Arizona and Chile, CERN in Europe and the South Pole.

We are strategic risk takers, innovators, and collaborators. We are engineers, scientists, technicians, administrative professionals. We are 1,800 employees advancing knowledge for the benefit of humankind. Fermilab has been at the forefront of particle physics for more than 40 years. We build world-leading accelerators and detectors to conduct some of the most advanced particle physics experiments possible. We collect and analyze the data from those experiments with some of the most powerful computers in the world. We conduct this research on a 6,800-acre prairie, 35 miles outside Chicago, a treasure that has been designated a National Environmental Research Park.

You Will:

• Performs varied data base maintenance by organizing and tracking activities, utilizing databases or spreadsheets. Generates reports, graphs or charts for manager's review. Gather and maintain pertinent desktop procedures. May enter and track service desk tickets on behalf of lab users.
• May be assisted by other administrative staff in duties and tasks as assigned.
• Sorts, distributes, delivers, sends, faxes, emails, and reads standard correspondence and mail. Responds to correspondence from internal or external contacts, such as applicants, schools, universities, and vendors. Refers complex correspondence to higher-level personnel.
• Coordinates meetings, interviews, , and events for the group(s) or Department assigned to by contacting vendors and preparing materials. May also be responsible for taking meeting minutes, submittal, follow up and record keeping of meetings, etc. for the group(s) or department assigned to (such as submitting the final attendance
• Prepares and formats standard correspondence or simple periodic reports for the group(s) or Department using forms and pre-formatted letters with standard terminology relative to the area.
• Organization Charts and/or Web Pages using a less complex software application.
• Other duties as assigned.
• Work Effort Reporting Process and System Or operating any other less complex platforms or software programs that assist in providing support for the area.
• Provides telephone support to reporting area, screening calls and responding to requests or questions specific to the area of assignment, referring more complex issues and questions to some higher-level personnel. May assist in researching issues by applying a broad knowledge of logistics concepts and procedures of the area or department assigned.
• Abides by and is responsible for performing all duties in accordance with all environmental, health and safety regulations and practices pertinent to this position.
• Oracle eBS System, Material Move Requests, Purchasing Systems and Inventory Control Systems.
• May create processes for other administrative support personnel, the group(s) or Department.
• Processes standard forms for Domestic and Foreign travel ensuring their completion and accuracy. May include conference management and reporting actual cost in the DOE system.
• May be responsible for creating, updating, deleting or viewing status for the “electronic time reporting” system. May track "time away" for the group(s) or Department and arranges the schedule(s) for the reporting manager(s).
• Maintains copier(s), stock office supplies, and other equipment by ordering supplies, preparing work orders and purchase requisitions, and updates records using a pre-formatted database.
• Views, collects, updates and inputs data or information, and sets up databases and spreadsheets for the assigned group(s) or Department following a set of prescribed procedures or as assigned:
• Maintains automated records and confidential paper files for group(s) or the Department in a standardized cross- referenced filing system. Inputs and updates data or information generating reports using a pre-formatted database.

We Are Looking For:

• High School Diploma and 3+ years of experience.

Applicable Knowledge, Skills and Abilities required:

• Good verbal and written skills, proficient in Microsoft Word, Excel, PowerPoint, customer service experience.
• WordPress experience is preferred but not required.

Fermilab is an Equal Opportunity Employer and believes a diverse and inclusive environment based on mutual respect is essential to our mission. Fermilab is committed to recruiting and developing the most hardworking people and does not discriminate in employment on the basis of race, ethnicity, color, religion, age, sex, gender identity or expression, sexual orientation, military/veteran status, country of birth, geography/postal code, disability, marital status, parental or gestational status, or other non-merit factor.

REAL-ID Requirement for access to Fermilab Campus

Fermilab and FRA requires all members of the public to produce a REAL-ID, or equivalent, to access the Fermilab Campus for interviews or career events. A list of acceptable forms of ID can be found here: https://get-connected.fnal.gov/wp-content/uploads/2021/09/REALID-Documents.pdf If a candidate is selected for an interview but does not possess any of the equivalent documents, we may schedule a virtual interview.