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Job details

Administrative Assistant

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.

Under direct supervision the part-time Administrative Assistant provides clerical and administrative support by performing duties and tasks that are routine, basic and standard in nature and apply limited judgment and fundamental knowledge of concepts and practices, and by following specific or detailed instructions or procedures. The candidate is expected to have an on-site presence within the Day Care Center.

You Will:

Interacts with customers, suppliers and other employees; relays messages to other administrative staff or higher-level personnel within the group(s) or Department.
Provides telephone support for the area or department or group(s), screening calls and responding to very routine information requests specific to the area of assignment.
May processes standard domestic travel forms ensuring their completion.
Prepares basic correspondence or simple periodic reports by using a pre-determined standard format for the group or Department, as assigned.
Assists in coordinating on-site meetings, sessions, or workshops for the group or Department and prepares standard materials for distribution.
Performs routine record-keeping by organizing and tracking standard information as it relates to the office operation to the area of assignment.
Maintains automated records and confidential paper files for group(s) or the Department in a standardized cross-referenced filing system. Inputs and updates data or information generating standard reports using a pre-formatted database.
Processes standard forms ensuring their completion
Maintains copier and stock of office supplies by ordering supplies or work orders, and updates records as assigned.
Tracks time away for the group or Department.
Sorts, distributes, delivers, sends, and faxes basic correspondence and mail.
Other duties as assigned.
Abides by and is responsible for performing all duties in accordance with all environmental, health and safety regulations and practices pertinent to this position.
Contributes effectively within a diverse workforce and upholds Fermilab’s commitment to equity, diversity, and inclusion.

We Are Looking For:

Minimum required Education and Experience:

High School Diploma and 6+ months experience

Applicable Knowledge, Skills and Abilities required:

Working knowledge of Microsoft Word, Excel and Outlook

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:

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.

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