Administrative Assistant

The expected hiring range for this position is:

Please note that the pay range information is a general guideline only. The pay offered to a selected candidate will be determined based on factors such the scope and responsibilities of the position, qualifications of the selected candidate, business considerations, internal equity, and external market pay for comparable jobs.

This position is not eligible for relocation assistance or sponsorship assistance.

About the Role:

We're seeking a highly organized, proactive Administrative Assistant to join the Accelerator Directorate Administrative Services team. In this role, you'll support engineering, scientific, and technical staff, helping keep critical operations running smoothly. You'll thrive in a dynamic, mission-driven environment, balancing multiple priorities, coordinating logistics, and providing exceptional administrative support.

What your day-to-day as the Administrative Assistant for the Accelerator Directorate at Fermilab will look like:

• Serving as the first point of contact for administrative inquiries, providing timely and accurate responses.
• Coordinating travel logistics and expense reporting for personnel using SAP Concur, ensuring compliance with the Fermilab Travel Manual and DOE regulations.
• Monitoring and ensuring accurate weekly timecard submissions; maintaining calendars for assigned groups as needed.
• Overseeing office supply inventory, prepare work orders, and create purchase requisitions using a ProCard or internal marketplace.
• Planning, coordinating, and tracking meetings, interviews, workshops, and events; related tasks to include scheduling across multiple calendars, preparing materials, booking vendors, arranging accommodations, and submitting event documentation.
• Handling confidential personnel information with discretion; create personnel requisitions and update employee data in Workday.
• Maintaining records in accordance with DOE rules and regulations.
• Creating and managing databases, spreadsheets, and reports; generating charts and visual summaries for department or manager review.
• Submitting and tracking service desk tickets on behalf of personnel.
• Drafting or updating administrative processes, procedures, and team documentation.
• Sorting, distributing, and reviewing incoming correspondence, referring complex issues to higher-level personnel.
• Supporting additional departmental programs such as website editing, program coordination, or other assignments as needed.

Skills and Attributes for Success:

• Education & Experience: High school diploma with a minimum of 3 years of relevant experience, or an associate degree in a related field.
• Communication: Excellent verbal and written communication skills; able to build positive relationships and deliver outstanding service.
• Organization: Strong attention to detail, critical thinking abilities, and the capacity to manage multiple priorities effectively.
• Technical Proficiency: Proficient in Microsoft Office Suite (Word, Excel, Outlook, Teams etc.); familiarity with SharePoint is a plus.
• Administrative Expertise: Demonstrated experience in administrative support and customer service, both independently and within a team.
• Adaptability: Flexible, resourceful, and comfortable taking on diverse tasks in a dynamic environment.
• Willingness to Learn: Enthusiastic about learning new systems and adapting to evolving responsibilities

Work Arrangement:
Please note that the described work arrangement is subject to change based on business needs and is not guaranteed to be final.

• Onsite: This is an onsite role, and the candidate must be able to work from our Batavia office.

Benefits/Perks:
Fermilab offers a competitive and comprehensive benefits program, including:

• Medical, Dental, Vision and Flexible Spending Accounts
• Paid time off
• Life insurance
• Short and Long-term disability insurance
• Retirement benefits
• Onsite day care

Why Fermilab:
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 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.

Drug-Free Workplace & Pre-Employment Screening

Fermilab is dedicated to fostering a safe, productive, and drug-free work environment. As part of the hiring process, candidates must successfully complete a background check and drug screening. Employment is contingent upon the successful completion of these screenings.

Equal Opportunity Statement

Fermilab is an equal opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, age, national origin, disability, veteran status, genetic information, and other legally protected categories.

REAL-ID Requirement for access to Fermilab Campus
Fermilab 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.

What To Expect Next:
We'll be in touch! If your qualifications are in alignment with the position requirements, one of our recruiters will be reaching out to schedule a phone interview to learn more about your career interests and goals. In the meantime, we encourage you to check us out on Facebook, X, Instagram, LinkedIn, or our About Us page.