Administrative Associate for Human Resources

The expected hiring range for this position is:

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.

This position is not eligible for relocation assistance or sponsorship assistance.

About the Role:

Under the supervision of our Chief Human Resource Officer, the Administrative Associate for Human Resources will perform a variety of complex and specialized administrative, and staff support duties that require a high degree of independent decision-making and problem resolution. The Administrative Associate for Human Resources is responsible for resolving complex issues, referring only the most complex matters to higher-level staff. The combination of specific duties varies depending on the needs of the assigned organization.

What your day-to-day as the Administrative Associate for Human Resources at Fermilab will look like:

• You will perform varied database maintenance by tracking activities; may maintain data in organizational charts, webpages, and/or one or more operating systems supporting the assigned organization (e.g., TRAIN, ESHTRK, MMS, Procard, etc.).
• You will compose, prepare, and edit routine and non-routine correspondence; review incoming correspondence and make decisions regarding appropriate distribution; may greet and direct visitors and other staff.
• Coordinating meetings, interviews, and other events; may be responsible for taking notes, completing request forms, and/or recording and distributing pertinent information.
• Contributing to and participating in ad-hoc Lab projects, specialized projects/programs, and/or program support.
• Serving as a mentor and source of information on procedures, programs, and policies; reviewing and recommending changes to policies and procedures; may monitor for compliance.
• You may approve and monitor expenditures for the assigned organization, ensuring the use of funds is appropriate and within guidelines.
• You will maintain and develop financial reports and project schedules for progress analysis.
• You will track time away for the assigned organization and update viewing status for the electronic time reporting system.
• Preparing purchase requisitions and/or act as a gatekeeper for the purchase requisition system.
• You will coordinate domestic and international travel, including preparation of travel itineraries and reimbursement forms.
• You will provide supervision or leadership of a team including hiring, promotions, performance reviews, training, disciplinary actions, team exits, and other duties as assigned.
• Performing other duties as assigned by supervisor.
• Abiding by and being responsible for performing all duties in accordance with all environmental, health and safety regulations and practices pertinent to this position.

Skills and Attributes for Success:

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

Applicable Knowledge, Skills and Abilities Required:

• Expert knowledge of administrative operational procedures.
• Ability to manage cross-functional communication and collaboration.
• Ability to use independent judgement to effectively prioritize and delegate tasks.
• Proficiency in Microsoft Office Suite.

Work Arrangement:

Please note that the described work arrangement is subject to change based on business needs and is not guaranteed to be final.

• Onsite: This is an onsite role, and the candidate must be able to work from our Batavia office.

Benefits/Perks:

Fermilab offers a competitive and comprehensive benefits program, including:

• Medical, Dental, Vision and Flexible Spending Accounts
• Paid time off
• Life insurance
• Short and Long-term disability insurance
• Retirement benefits
• Onsite day care

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.

Drug-Free Workplace & Pre-Employment Screening

Fermilab is dedicated to fostering a safe, productive, and drug-free work environment. As part of the hiring process, candidates must successfully complete a background check and drug screening. Employment is contingent upon the successful completion of these screenings.

Equal Opportunity Statement

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.

REAL-ID Requirement for access to Fermilab Campus
Fermilab 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.

What To Expect Next:
We'll be in touch! If your qualifications are in alignment with the position requirements, one of our recruiters will be reaching out to schedule a phone interview to learn more about your career interests and goals. In the meantime, we encourage you to check us out on Facebook, X, Instagram, LinkedIn, or our About Us page.