Facilities Management Administrative Support Assistant V at Fermi Research Alliance, LLC in Batavia, Illinois

Job Description:

Job Description

Open Date:  January 26, 2021

Close Date:  January 31, 2021

Description

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 South Dakota and at locations around the world, including Canada, mountaintops in Arizona and Chile, and the South Pole.

Fermilab’s Facilities Engineering Services Section builds and maintains mission-critical infrastructure and services from which high-energy physics research can be safely accomplished without interruption. We provide housing accommodations and logistics and property management. We work on projects that support all of the laboratory’s facilities and experiments.

Fermilab’s Facilities Engineering Services Section (FESS) is seeking a motivated and responsible individual to join the team as a Facilities Management Administrative Support Assistant V . Under general supervision candidate will conduct the job based on their extensive knowledge of business practices, knowledge of the Laboratory's procedures and the.  As an Admin V you will be performing duties and tasks that are non-routine and highly detail oriented.  The work can be moderately complex and will require data consistency.  Attaining that data consistency will require the ability to independent decision-making based on a set of prescribed procedures or may require effective communication with other administrative personnel and/or subject matter experts.

As a part of the FM Administrative team, one must understand and work in the spirit of providing Service to our external customers as well as our internal staff.  Must have the willingness to work as a team.

Experience with the following Systems desired:

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  • eBS
  
  
  • CMMS tool
  
  
  • Kronos
  
  
  • TEAMS
  
  
  • SharePoint
  
  
  
  

DUTIES AND RESPONSIBILITIES:

• Processing Purchase Requisitions in the eBS System.


• Capability to put together Procurement Packages that include all supporting procurement documentation.

This may be accomplished based on

• process knowledge and experience


• Excellent communication skills that will include a myriad of employees on our staff.

Oversite of Contracts and Ordering Agreements

              This may include, but is not limited to:

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  • 
    
    
    
    • Organizing and Tracking activities
    
    
    • Manage / Maintain Spreadsheets
    
    
    • Assistance in the creation of Work Orders
    
    
    
    
  
  
  
  

As a member of the Administrative Support Staff you may be asked to, but is not limited to:

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  • 
    
    
    
    • Train and coach other administrative assistants in department systems and procedures.
    
    
    • Maintain Copiers, Stock of Office Supplies, and other equipment
    
    
    • Prepare to act as a backup for admins out on leave or who may be working on priority assignments
    
    
    • Other administrative staff duties and tasks as assigned
    
    
    • May be responsible for creating, updating, deleting or viewing status for the ‘electronic time reporting’ system.
    
    
    • Track ‘time away’
    
    
    
    
  
  
  
  

Other duties can be assigned appropriate to the job level.

Abide by and is responsible for performing all duties in accordance with all environmental, health and safety regulations and practices pertinent to this position.

Minimum required Education and Experience: High School Diploma and 7+ years of experience.

Applicable Knowledge, Skills and Abilities required: Good verbal and written skills, proficient in Microsoft Word, Excel, PowerPoint, and Outlook. Administrative and customer service experience.

Physical Activity and Work Conditions

HUMAN FACTORS: Mental concentration, sitting, standing, repetitive motion, tight work schedule, visually demanding

Fermilab is an Equal Opportunity Employer. Underrepresented groups/Women/Disabled/Veterans are encouraged to apply

 

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