Administrative Assistant IV

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:

The Administrative Assistant IV will perform a variety of complex administrative, and staff support duties for the assigned organization by exercising a high degree of independent decision-making and problem resolution. They will be responsible for resolving complex issues, referring only the most complex matters to higher-level staff. The combination of specific duties varies depending on the needs of the assigned organization.

What your day-to-day as an Administrative Assistant IV at Fermilab will look like:

• Performing 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.).
• Composing, preparing, and editing routine and non-routine correspondence; review incoming correspondence and make decisions regarding appropriate distribution; may greet and direct visitors and other staff.
• Coordinate meetings, interviews, and other events. May be responsible for taking notes, completing request forms, and/or recording and distributing pertinent information.
• Contributing and participates in ad-hoc Lab projects, specialized projects/programs, and/or program support.
• Prepare complex periodic reports and/or presentation materials. May transcribe technical notes.
• Researching and evaluating office equipment needs for the department and recommends purchases. May order supplies, prepare work orders, and update records.
• Serve as a mentor and source of information on procedures, programs, and policies; reviews and recommends changes to policies and procedures.
• May track time away for the assigned organization and update viewing status for the electronic time reporting system.
• May prepare purchase requisitions and/or act as a gatekeeper for the purchase requisition 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.
• Perform other duties as assigned by supervisor.
• Abide by and is responsible for performing all duties in accordance with all environmental, health and safety regulations and practices pertinent to this position.

Skills and Attributes for Success:

• High school diploma
• 6+ years of administrative experience

Applicable Knowledge, Skills and Abilities Required:

• Extensive 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.

Work Arrangement:

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

• Hybrid: is a work arrangement in which an employee as part of an ongoing regular schedule, works at an alternative worksite in the United States (e.g., an employee's residence) on some days and at the primary worksite on other days. Requires an approved hybrid work request for one or more days a week worked remotely within the United States on a routine basis.

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.