7 days old

Administrative Support Assistant

Fermi National Accelerator Laboratory
Batavia, IL 60510
  • Job Code
    120353544


Job Description

Open date: February 19, 2020

Close date: May 27, 2020

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 South Dakota and at locations around the world, including Canada, mountaintops in Arizona and Chile, 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.

The Office of General Counsel partners with internal and external stakeholders to advance Fermilab's mission with creative problem solving, initiative, and leadership. We deliver proactive, practical, and effective counsel supporting Fermilab's flagship projects, Prime Contract compliance and management, ethics and compliance program, risk management, and operational excellence. We also provide services as counsel to senior leadership, oversee import/export control, review and negotiate legal agreements, and provide procurement support.

Fermilab's Office of General Counsel is seeking a motivated and responsible individual to join the team as an Administrative Support Assistant. Under general supervision and with support from the Legal Operations Manager, based on knowledge of business practices and Laboratory procedures and operations, provides administrative support to the Office of General Counsel (OGC) performing duties and tasks that are confidential and subject to legal privilege, broad and varied, moderately complex, and requiring the exercise of independent decision-making.

You Will
  • Act as principal Executive Assistant supporting the Office of the General Counsel.
  • After training and with support, complete various tasks provided by the of the Export/Import Control Compliance Manager.
    • Perform all work with discretion and maintains confidentiality for sensitive matters in the Office of General Counsel.
    • Possess, apply, and demonstrate general knowledge of clerical work, business, legal, and fiscal operations.
    • Manage schedules and travel for senior personnel, coordinating with other management personnel inside and outside the Laboratory.
    • Process standard forms for Domestic and Foreign travel ensuring their completion and accuracy.
    • Maintain legal office files and provide support for records management.
    • Support maintenance of Office of the General Counsel Website with training and support from the Legal Operations Manager.
    • Maintain action tracking systems, including online.
    • Prepare and format standard correspondence or simple periodic reports for the Department using forms and pre-formatted letters with standard terminology relative to the area.
    • Assist in coordinating on-site meetings, sessions, and workshops for the Department, and prepare standard materials for distribution. May be responsible for taking meeting notes, follow up action items, and record keeping of meetings.
    • Review invoices from law firms for accuracy and compliance with Legal Management Plan.
    • Interact with customers, suppliers and other employees; relay messages to other administrative staff or higher-level personnel within the group(s) or Department.
    • Provide telephone support for the department; screening calls and responding to information requests or questions specific to the area of assignment, referring more complex issues and questions to some higher-level personnel.
    • Sort, distribute, deliver, and send faxes and emails, and review standard correspondence and mail. Respond to correspondence from internal or external contacts. Refer complex correspondence to higher-level personnel.
    • Maintain copier(s), stock of office supplies, and other equipment by ordering supplies, preparing work orders and purchase requisitions, and updates records using a pre-formatted database.
    • Provide other administrative support to staff as necessary.

We Are Looking For
  • Associates Degree or equivalent with a minimum of 2 years office experience. Bachelor Degree preferred.
  • Must have experience with Windows-based computers, Outlook, and MS Office products.
  • Excellent verbal and written skills, proficient in Microsoft Word, Excel, PowerPoint, and Outlook. Administrative and customer service experience.
  • Experience with Legal Tracker, preferred.
  • Strong organizational skills, including ability to establish priorities, work to deadlines, and control several activities simultaneously
  • Ability to work independently, once trained

Physical Activity and Work Conditions

HUMAN FACTORS: Mental concentration, sitting, standing, repetitive motion, tight work schedule, visually demanding

Diverse people. Diverse jobs. Great science.
Fermilab is America's particle physics and accelerator laboratory.
Fermilab is an Equal Opportunity Employer. Minorities/Women/Disabled/Veterans are encouraged to apply.



PI120353544

Categories

Posted: 2020-05-20 Expires: 2020-06-20

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Administrative Support Assistant

Fermi National Accelerator Laboratory
Batavia, IL 60510

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