Administrative Assistant III; term

The expected hiring range for this position is: $28.30-$34.51. 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 as the scope and responsibilities of the position, qualifications of the selected candidate, business considerations, internal equity, and external market pay for comparable jobs.

• Maintain and update databases and tracking systems to support organizational operations (e.g., TRAIN, ESHTRK, MMS, Procard, etc.)
• Prepare, edit, and manage both routine and non‑routine correspondence; review incoming communications and route appropriately
• Serve as a point of contact for visitors and staff, ensuring a professional and welcoming environment
• Coordinate meetings, interviews, and events, including scheduling, note‑taking, and follow‑up documentation
• Support lab‑wide and departmental projects, including ad hoc initiatives and program coordination
• Develop reports and presentation materials; may transcribe technical notes as needed
• Manage office operations including supplies, copier maintenance, and record updates
• Support procurement processes, including purchase requisitions and acting as a system gatekeeper when needed
• Track time and attendance data and maintain accuracy within electronic reporting systems
• Coordinate travel arrangements (domestic and international), including itineraries and reimbursement processing
• Provide guidance and direction to on‑call or seasonal staff as needed
• Perform additional duties as assigned to support team and organizational goals
• Maintain compliance with all environmental, health, and safety regulations and practices

• Strong organizational skills with the ability to manage multiple priorities
• Clear and professional communication across a variety of stakeholders
• Ability to work independently while also collaborating across teams
• Strong attention to detail and follow‑through
• Adaptability in a fast‑moving, project‑based environment

• Working knowledge of administrative and operational procedures
• Ability to manage cross‑functional communication and coordination
• Sound judgment and decision‑making skills to prioritize tasks effectively
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)

High school diploma or equivalent
4+ years of administrative or office support experience

This position is based onsite at Fermilab and may require occasional schedule flexibility to support meetings, events, or operational needs.

• Competitive salary and retirement plans
• Medical, dental, and vision insurance
• Generous paid time off and holidays
• Onsite wellness resources and programs
• Opportunities for training and career development
• The chance to contribute to world‑class scientific research

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.