23 days old

Administrative Assistant

Fermi National Accelerator Laboratory
Batavia, IL 60510
  • Job Code
    116623777


Job Description

Open Date: Decemember 24, 2019

Close Date: January 7, 2020

Who 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 as well as other locations around the world including; deep underground mines in South Dakota and Canada, mountaintops in Arizona and Chile, and additionally the South Pole.

We are strategic risk takers, innovators, and collaborators. We are engineers, scientists, technicians, and administrative professionals. We are an organization with over 1,800 employees working towards 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 data from those experiments through some of the most powerful equipment and technology 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.

Fermilab's Applied Physics and Superconducting Technology Division (APS-TD) is seeking an Administrative Assistant. Under immediate supervision, this role offers clerical and administrative support to a team of leading scientist and engineers. The general duties and tasks of an Administrative Assistant III are synonymous with most basic administrative functions, as well as room for some independent judgment. Responsibilities include but are not limited to the following:

You Will:
  • Function as part of the APS-TD Administrative Support Group to provide coverage within the Division
  • Share workloads, initiate projects and work towards the common goal of the division
  • Provide telephone support including; screening calls, answering questions, taking messages
  • Coordinate meetings while maintaining both individual and conference room calendars
  • Periodically prepare/create reports using Excel or other software to display various departmental information
  • Arrange both foreign and domestic travel; Prepare travel vouchers for reimbursement
  • Place office supply orders via internal and external vendors
  • Enter electronic requisitions for the procurement of materials and equipment through a lab-specific database
  • Receive and distribute department mail daily
  • Adhere to lab-wide records management practices as well as DOE regulations
  • Respond to standard email correspondence in a timely and professional manner
  • Preserve confidential personnel files and general Division news
  • Track a variety of departmental modifications to ensure updates are current and accurate

We Are Looking For:
  • High school diploma or equivalent, with some college experience, preferred
  • Minimum 2 years of office experience
  • Strong organizational skills with an understanding of how to prioritize tasks
  • Great verbal and written communication skills
  • Demonstrate courteous and effective communication within a diverse group of people, at all levels, in an international environment
  • Ability to work in a face-paced environment while juggling multiple tasks simultaneously
  • Ability to work independently once adequate training has been provided
  • Capacity to act professionally under sometimes unique circumstances
  • Knowledgeable in Microsoft Office; Word, PowerPoint, Excel

Physical Activity and Work Conditions:

Human Factors: Mental Concentration, Sitting, Standing, Demanding Work Schedule
  • Ability to work at a computer for extended periods of time.
  • Willingness to occasionally work beyond the normal workday and possibly weekends, during critical reporting periods.

Relocation is not available for this position

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.

PI116623777

<br/><br/><b>Job Description</b> <br><br><strong>Open Date: Decemember 24, 2019</strong><br><br><strong>Close Date: January 7, 2020</strong><br><br><strong>Who We Are:</strong><br><br>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 as well as other locations around the world including; deep underground mines in South Dakota and Canada, mountaintops in Arizona and Chile, and additionally the South Pole.<br><br>We are strategic risk takers, innovators, and collaborators. We are engineers, scientists, technicians, and administrative professionals. We are an organization with over 1,800 employees working towards 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 data from those experiments through some of the most powerful equipment and technology 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.<br><br>Fermilab's Applied Physics and Superconducting Technology Division (<strong>APS-TD</strong>) is seeking an <strong>Administrative Assistant. </strong>Under immediate supervision, this role offers clerical and administrative support to a team of leading scientist and engineers. The general duties and tasks of an Administrative Assistant III are synonymous with most basic administrative functions, as well as room for some independent judgment. Responsibilities include but are not limited to the following:<br><br><strong>You Will:</strong><br> <ul> <li>Function as part of the APS-TD Administrative Support Group to provide coverage within the Division</li> <li>Share workloads, initiate projects and work towards the common goal of the division</li> <li>Provide telephone support including; screening calls, answering questions, taking messages</li> <li>Coordinate meetings while maintaining both individual and conference room calendars</li> <li>Periodically prepare/create reports using Excel or other software to display various departmental information</li> <li>Arrange both foreign and domestic travel; Prepare travel vouchers for reimbursement</li> <li>Place office supply orders via internal and external vendors</li> <li>Enter electronic requisitions for the procurement of materials and equipment through a lab-specific database</li> <li>Receive and distribute department mail daily</li> <li>Adhere to lab-wide records management practices as well as DOE regulations</li> <li>Respond to standard email correspondence in a timely and professional manner</li> <li>Preserve confidential personnel files and general Division news</li> <li>Track a variety of departmental modifications to ensure updates are current and accurate</li> </ul> <br><strong>We Are Looking For:</strong><br> <ul> <li>High school diploma or equivalent, with some college experience, preferred</li> <li>Minimum 2 years of office experience</li> <li>Strong organizational skills with an understanding of how to prioritize tasks </li> <li>Great verbal and written communication skills</li> <li>Demonstrate courteous and effective communication within a diverse group of people, at all levels, in an international environment</li> <li>Ability to work in a face-paced environment while juggling multiple tasks simultaneously </li> <li>Ability to work independently once adequate training has been provided</li> <li>Capacity to act professionally under sometimes unique circumstances</li> <li>Knowledgeable in Microsoft Office; Word, PowerPoint, Excel</li> </ul> <br><strong>Physical Activity and Work Conditions:</strong><br><br>Human Factors: Mental Concentration, Sitting, Standing, Demanding Work Schedule<br> <ul> <li>Ability to work at a computer for extended periods of time.</li> <li>Willingness to occasionally work beyond the normal workday and possibly weekends, during critical reporting periods.</li> </ul> <br><strong>Relocation is not available for this position</strong><br><br><strong>Diverse people. Diverse jobs. Great science.</strong><br> Fermilab is America's particle physics and accelerator laboratory.<br> Fermilab is an Equal Opportunity Employer. Minorities/Women/Disabled/Veterans are encouraged to apply.<br><br> <img src="https://analytics.click2apply.net/v/MagqxAHDKl4qhoMyuwqMm"> <p>PI116623777</p>

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Posted: 2019-12-25 Expires: 2020-01-25

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Administrative Assistant

Fermi National Accelerator Laboratory
Batavia, IL 60510

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