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.
This position is not available for relocation assistance, sponsorship assistance or our referral bonus program.
About the Role:
Fermilab is seeking an Immigration and Personnel Security Associate who under general supervision, will provide a combination of immigration case support and global services/front‑desk processing for visitors, users, employees, and affiliates. This role supports the Laboratory’s immigration program by coordinating case documentation, assisting with compliance reviews, supporting export control screening workflows, and facilitating communication with internal stakeholders. The role also performs duties including badging, access processing, visitor intake, appointment scheduling, customer service, and record‑keeping in support of Campus Access and Visa Office operations, ensuring adherence to DOE, FFDG, and Laboratory policies.
What your day-to-day as an Immigration and Personnel Security Associate at Fermilab will look like:
Assists with collection, review, and organization of immigration case documentation for foreign nationals, users, affiliates, and employees.
Prepares and maintains case files for visa sponsorships, work authorization renewals, and compliance‑related updates under the direction of the Immigration Specialist and Global Services Supervisor.
Coordinates with internal partners (HR, Legal, Export Control, Division Administrators) to ensure timely receipt of required documents and information.
Supports immigration‑related reporting, including tracking expiration dates, collecting updates, and communicating timeline requirements to stakeholders.
Assists with export control compliance screening steps related to foreign nationals, maintaining confidentiality and adherence to regulatory requirements.
Provides customer service to foreign nationals, answering routine questions regarding documentation requests, timelines, and case process steps.
Schedules immigration‑related appointments and assists with monitoring workflow queues in internal systems.
Performs front‑desk intake, badging, registration, and identity verification for employees, users, affiliates, and guests in alignment with Personnel Security procedures.
Issues, updates, and manages laboratory badges, access levels, and entry privileges; ensures all required documentation is collected and validated prior to granting access.
Provides guidance on campus access requirements, including citizenship documentation, training prerequisites, sponsor requirements, and visit durations.
Schedules and manages appointments for visitor processing, ensuring timely throughput of daily customer volume.
Maintains accurate records, logs, and correspondence for visitor processing, access approvals, and badge renewals.
Supports Visa Office workflows by assisting with visitor tracking, appointment notifications, communications to sponsors, and document intake.
Provides customer service for walk‑in and scheduled visitors, resolving routine questions, and escalating complex cases to supervisors or senior staff.
Ensures adherence to DOE, FFDG, and Fermilab access policies; assists with compliance‑driven documentation review.
Performs administrative tasks including email correspondence, data entry, file maintenance, and routing information to appropriate internal stakeholders.
Performs other duties as assigned by supervisor.
Abides by and is 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 or equivalent required.…