Sr. Administrative Assistant (3-year Term)

The expected hiring range for this position is:

$37.67-$45.94.

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 will look like:

• Maintain and updates databases and tracking systems to support organizational activities. May maintain data across organizational charts, webpages, and/or operating systems used by the assigned organization (e.g., TRAIN, ESHTRK, MMS, Procard).
• Compose, prepares, and edits routine and non-routine correspondence. Reviews incoming communications and determines appropriate routing and distribution.
• Coordinate meetings, interviews, and departmental events, including scheduling logistics, preparing materials, recording notes, and distributing relevant information.
• Support ad hoc laboratory initiatives, special projects, and program activities across the organization.
• Prepare complex reports, presentation materials, and documentation. May transcribe or organize technical notes and information.
• Research and evaluates departmental office equipment needs and recommends purchases. May order supplies, prepare work orders, and maintain associated records.
• Serve as a resource on internal procedures, programs, and policies and may recommend updates or improvements to administrative processes.
• Track employee time away and maintains status updates within the laboratory’s electronic time reporting systems.
• Prepare purchase requisitions and may serve as a gatekeeper for requisition approval processes.
• Coordinate domestic and international travel arrangements, including travel itineraries and reimbursement documentation.
• May train or provide daily guidance to seasonal, temporary, or on-call employees.
• Perform additional administrative duties as assigned.

Skills and Attributes for Success:

• Strong organizational skills with the ability to manage multiple priorities in a dynamic environment.
• Ability to communicate effectively and collaborate with cross-functional teams.
• Demonstrated judgment and problem-solving skills when handling administrative processes and requests.
• High attention to detail and accuracy when maintaining records, reports, and documentation.
• Ability to work independently while supporting broader team objectives.
• Applicable Knowledge, Skills, and Abilities Required:
• Extensive knowledge of administrative operational procedures and office support practices.
• Ability to manage cross-functional communication and collaboration across departments.
• Ability to prioritize tasks and apply independent judgment in a fast-paced environment.
• Proficiency in Microsoft Office Suite and other standard office technologies.

Minimum Required Education and Experience:

High school diploma with 8+ years of administrative experience. Experience working with the DOE (Department of Energy) and/or a National Laboratory preferred.

Work Arrangement:

This position is based onsite at Fermilab and requires regular in-person support of organizational operations.

Benefits/Perks:

Fermilab offers a competitive and comprehensive benefits program designed to support employees’ health, financial well-being, and work-life balance. Benefits include medical, dental, and vision coverage, retirement plans, paid time off, and professional development opportunities.

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 manuf