Administrative Assistant III
Fermilab
Summary
Fermilab is seeking an Administrative Assistant III who under general supervision, will perform a variety of moderately complex administrative and staff support duties for the assigned organization by exercising a moderate degree of independent decision-making and problem resolution. You will be responsible for resolving moderately complex issues, referring more complex matters to higher-level staff.
Job description
What your day-to-day as an Administrative Assistant III will look like:
- Performs varied database maintenance by tracking activities. May maintain data in organizational charts, webpages, and/or one or more operating systems supporting the assigned organization (e.g., TRAIN, ESHTRK, MMS, Procard, etc.).
- Composes, prepares, and edits routine and non-routine correspondence; reviews incoming correspondence and distributes appropriately; may greet and direct visitors and other staff.
- Coordinates meetings, interviews, and other events. May be responsible for taking notes, completing request forms, and/or recording and distributing pertinent information. Contributes to and participates in ad-hoc Lab projects, specialized projects/programs, and/or program support.
- Prepares moderately complex periodic reports and/or presentation materials. May transcribe technical notes.
- Maintains copier and stock of office supplies by ordering supplies or preparing work orders, and updates records.
- May prepare purchase requisitions and/or act as a gatekeeper for the purchase requisition system.
- May track time away for the assigned organization and update viewing status for the electronic time reporting system.
- May coordinate domestic and international travel, including preparation of travel itineraries and reimbursement forms.
- May train and direct daily tasks of “on-call” or “seasonal” employees.
- Performs other duties as assigned by supervisor.
- Abides by and is responsible for performing all duties in accordance with all environmental, health and safety regulations and practices pertinent to this position.
Essential Competencies and Attributes for Success:
- High school diploma
- 4+ years of administrative experience.
Applicable Knowledge, Skills and Abilities Required:
- Working knowledge of administrative operational procedures.
- Ability to manage cross-functional communication and collaboration.
- Ability to use independent judgment to effectively prioritize tasks.
- Proficiency in Microsoft Office Suite.
Requirements
- High school diploma
- 4+ years of administrative experience
- Working knowledge of administrative operational procedures
- Ability to manage cross-functional communication and collaboration
- Ability to use independent judgment to effectively prioritize tasks
- Proficiency in Microsoft Office Suite
Benefits
- Medical Insurance
- Dental Insurance
- Vision Insurance
- Flexible Spending Accounts
- Paid Time Off
- Life Insurance
- Short-Term Disability Insurance
- Long-Term Disability Insurance
- Retirement Benefits
- Onsite Day Care
Company overview
Fermilab, officially known as Fermi National Accelerator Laboratory, is a premier particle physics and accelerator laboratory located in Batavia, Illinois. Operated by the Fermi Research Alliance LLC for the U.S. Department of Energy, Fermilab is dedicated to advancing our understanding of the fundamental nature of matter and energy. The laboratory operates world-class particle accelerators, including the Tevatron (formerly the world's highest-energy particle collider) and currently hosts the Muon g-2 experiment and the Deep Underground Neutrino Experiment (DUNE). Fermilab's research focuses on neutrino physics, dark matter studies, quantum science, and accelerator technology development. As one of the leading particle physics laboratories globally, Fermilab collaborates with thousands of scientists from institutions worldwide and plays a crucial role in international high-energy physics research. The laboratory also maintains strong educational outreach programs and contributes to technological innovations with applications beyond fundamental science.