Administrative Assistant III; term

Position: Administrative Assistant III (3-year term)
Location: Lead

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 the scope and responsibilities of the position, qualifications of the selected candidate, business considerations, internal equity, and external market pay for comparable jobs.

What your day-to-day as an Administrative Support Specialist at Fermilab will look like:

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

Skills and Attributes for Success:

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

Applicable Knowledge, Skills, and Abilities

Required:

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)
Minimum Required

Education and Experience:

High school diploma or equivalent4+ years of administrative or office support experience

Work Arrangement:

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

Benefits/Perks:

Fermilab offers a comprehensive benefits package designed to support your well-being and professional growth, including:

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

Why Fermilab:

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 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.

Pre-Employment Screening:

Drug-Free Workplace & Pre-Employment Screening Fermilab is dedicated to fostering a safe, productive and drug-free environment. An offer of employment is contingent upon the successful completion of a background check and drug screening.

HSPD-12

In accordance with Homeland Security Presidential Directive 12 (HSPD-12) new employees are required to obtain and maintain a HSPD-12 Personal Identity Verification (PIV) Credential. To obtain this credential, new employees must successfully complete and pass a federal background check investigation. This investigation includes a declaration of illegal drug activities, including use, supply, possession, or manufacture. This includes marijuana…