What are the responsibilities and job description for the Admin Support IV position at Fermilab?
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 at 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.
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 Fermilab Particle Physics Department advances the understanding of matter, energy, space, and time by managing resources and providing support for researchers who conduct scientific research at the intensity, energy, and cosmic frontiers of high energy physics. Our many departments include the Astrophysics Department, the Detector Development and Operations Department, the engineering departments, and the Theoretical Physics Department. Our research programs cover all areas of experimental and theoretical particle physics. Our current experiments include CMS, Muon g-2, SeaQuest, and the Dark Energy Survey.
Under the supervision of the Particle Physics Department (PPD) Department Head for Support Services, the Administrative Support Assistant will be part of the Particle Physics Department's Administrative Assistant Team and provide office and administrative support.
Essential functions:
- Provides general reception assistance and telephone support, (screening calls and answering moderately sophisticated questions); distributes mail; maintains vacation and leave calendars; responds to standard correspondence, places stockroom orders and may order supplies from offsite vendors, maintains confidential personnel files, adheres to Lab records management practices, updates organization chart, and maintains listserv lists, etc.
- Arranges for foreign and domestic travel and prepares vouchers for reimbursement.
- Processes standard PPD and Laboratory forms.
- Web editing and maintenance duties, updating web pages.
- Prepares periodic reports using Word or Excel to relay and illustrate information. Uses Excel spreadsheets or other software tools to track information and to update departmental lists.
- Coordinates meetings and maintains meeting room calendar.
- Enters electronic requisitions and places Oracle ProCard orders.
- Maintains office equipment and coordinates service calls to vendors.
- Functions as part of the PPD admin team to provide coverage and share workloads.
- Works with Laboratory databases such as, ProCard front-end, electronic requisitioning.
Requirements:
- High school diploma or equivalent
- Minimum of 3-5 years of office experience.
- Experience with Windows-based computers, competence with Microsoft Office products.
- Good verbal and written communication skills, can communicate effectively at all levels in an international environment.
- Ability to work independently once training has been provided.
- Good organizational, prioritizing and follow-through skills.
- Ability to communicate effectively and courteously with people at all levels and in an international environment
In addition to the job responsibilities in the ASA IV job description, the ideal candidate will arrange details for meetings and all of the accompanying logistics; making arrangements for weekly speakers (making the first contacts, effectively corresponding with the speaker about the travel arrangements, greeting them upon arrival, and following through to collect receipts and coordinate reimbursements). Once trained, this person will have the authority to make decisions and do problem solving based on Lab's guidelines; determine the sense of urgency of correspondence and process it accordingly. Candidate must be able to multi-task and take the initiative to research discrepancies and answer questions. This individual is expected to be a standout colleague and team player and willing to share workloads and assist others on the team. Training for the position elements will be provided whereupon the individual will be assigned to a department. Experience with Windows-based computers and MS Office products is a requirement.
We Are Looking For:
- High School Diploma or equivalent
- Minimum 3 years of office experience
- Very Strong written and verbal communication skills
- Proficient experience with Microsoft Office
- Proficient experience in SharePoint and any Oracle/Apex
Relocation Assistance is not available for this position
Physical Activity and Work Conditions
Human Factors: Mental concentration, Sitting, Standing, Tight Work Schedule, Visually Demanding
Human Factors: Mental concentration, Sitting, Standing, Tight Work Schedule, Visually Demanding
Fermilab is an Equal Opportunity Employer and believes a diverse and inclusive environment based on mutual respect is essential to our mission. Fermilab is committed to recruiting and developing the most hardworking people and does not discriminate in employment on the basis of race, ethnicity, color, religion, age, sex, gender identity or expression, sexual orientation, military/veteran status, country of birth, geography/postal code, disability, marital status, parental or gestational status, or other non-merit factor.
REAL-ID Requirement for access to Fermilab Campus
Fermilab and FRA 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:
Fermilab and FRA 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.Salary : $28,600 - $36,200
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