Global Services Associate

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.

What your day-to-day as a Global Services Administrator will look like:

• Assists Lab Employees, Users, Affiliates, Visitors, and Subcontractors to appropriately obtain and renew site access and ID badges.
• Processes access requests for approval of foreign visitor site access and ID issuance and enters appropriate data into applicable systems as required.
• Maintains, culls, and organizes personnel files as needed.
• Creates, maintains, and closes out foreign national records within the Department of Energy (DOE) Foreign Access Central Tracking System (FACTS) for foreign national personnel who have been granted site access.
• Maintains an understanding of relevant nonimmigrant and immigrant documentation and status categories and applies them to individual circumstances.
• Identifies foreign and U.S. documentation including passports, visas, work authorizations, and related records, noting expiration dates and other key elements required by Fermilab policies and procedures.
• Assists with development and implementation of internal processes and procedures.
• Reviews and monitors system data and reports and updates or corrects data accordingly.
• Remains informed of system enhancements and participates in the development, testing, and implementation of new or modified Global Services processes to meet changing requirements.
• Maintains active host lists and ensures hosts complete training required by the DOE Unclassified Foreign National Access Program Order.
• Responsible for monitoring and coordinating updates to the Global Services webpage and ongoing maintenance of department process and procedure manuals.
• Compiles reports from file searches as needed and culls and destroys records as required and/or permitted by law, DOE requirements, or the Laboratory Records Retention Policy.
• Assists in special projects within the Global Services group as needed.
• Performs other duties as assigned by supervisor.
• Abides by and is responsible for performing all duties in accordance with applicable environmental, health, and safety regulations and practices pertinent to this position.
• Skills and Attributes for Success:
• Strong organizational skills with exceptional attention to detail.
• Ability to maintain accurate records and documentation while managing multiple priorities.
• Strong customer service and interpersonal skills.
• Effective written and verbal communication skills.
• Ability to work independently and collaboratively within a team environment.
• Demonstrated ability to handle sensitive and confidential information with professionalism and discretion.
• Ability to review, monitor, and update data and reports with a high degree of accuracy.

Applicable Knowledge, Skills, and Abilities Required:

• High School Diploma required; Associate Degree or equivalent preferred.
• Minimum three (3) years of general office experience.
• Proficient in Microsoft Office applications including Word, Access, Excel, and Outlook.
• Familiarity with website content management systems such as WordPress and cloud-based business systems such as Workday.
• Ability to understand and apply policies, procedures, and regulatory requirements.
• Knowledge of immigration-related documentation including passports, visas, and work authorizations.
• Experience maintaining records, files, and data management systems.
• Knowledge of Fermilab operations is a plus.

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 and cannabis derivatives, which are still considered illegal under federal law, regardless of state laws. Failure to obtain or maintain such government access authorization could result in the withdrawal of a job offer or future termination of employment.

Foreign Government Sponsored Activities

Fermilab employees, and certain guest researchers and contractors, are subject to particular restrictions related to participation in Foreign Government Sponsored or Affiliated Activities, as defined and detailed in United States Department of Energy Order 486.1A. Such individuals will be asked to disclose any participation for review by Fermilab's Office of General Counsel.

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.

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.