Global Services Associate

Pay

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.

Responsibilities

• Affords assistance to Lab Employees, Users, Affiliates, Visitors, and Subcontractors in obtaining and renewing 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.
• Affords assistance in developing and implementing internal processes and procedures.
• Reviews and monitors system data and reports and updates or corrects data accordingly.
• 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.
• Affords assistance 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.

Qualifications

• A High School Diploma is required.
• An Associate Degree or equivalent is preferred.
• Minimum three (3) years of general office experience.
• Proficiency 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.
• 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.