NOIRLab Receptionist Hilo, Hawaii

NSF NOIRLab is the preeminent U.S. national center for ground-based nighttime optical and infrared astronomy dedicated to enabling breakthrough discoveries in astrophysics through the development and operation of state-of-the-art observatories data products and scientific services. Operating as a Federally Funded Research and Development Center (FFRDC) NOIRLab supports multiple programs including Gemini Rubin MSO (CTIO and KPNO) and CSDC with facilities across Arizona Chile and HawaiÊi.

We are seeking a Receptionist / Administrative Assistant to join the Gemini North Hilo Base this role you will serve as the primary point of contact for employees visitors researchers and contractors creating a welcoming and professional experience while providing essential administrative support for facilities operations onsite meeting coordination guest registration and office services. This position is ideal for a customer-focused professional with excellent organizational and communication skills who enjoys supporting a collaborative mission-driven workplace.

• Welcome visitors determine the nature of their business direct them to the appropriate office or staff member and provide general information.
• Answer and route incoming calls to the main office responding to inquiries in a courteous and professional manner.
• Coordinate visitor registration issue and track visitor access cards and parking permits and ensure compliance with site access procedures.
• Manage the filing organization and retrieval of facilities documentation including maintenance records contractor correspondence and safety permits.
• Prepare format and distribute facility communications operational updates forms and memoranda.
• Conduct routine inspections of lobby and reception areas to ensure they maintain professional standards and remain safe and welcoming.
• Coordinate the scheduling and use of shared spaces including conference rooms and visitor offices.
• Maintain hospitality areas break rooms and related supplies to provide a professional environment for staff and visitors.
• Monitor the status of Hilo Base facilities service requests and provide updates to staff regarding ticket progress.
• Maintain and update the Hilo Facilities Confluence knowledge base to ensure operational documentation remains accurate and current.
• Support the proper management and accountability of AURA property by reporting missing damaged or non-functioning equipment in accordance with organizational procedures.
• Perform other duties as assigned.

• High school diploma or equivalent.
• Knowledge of general office procedures and administrative practices.
• Strong customer service skills with professional telephone etiquette.
• Proficiency with Microsoft Office applications Google Workspace and standard office equipment including computers telephones copiers scanners and multifunction devices.
• Strong verbal communication and interpersonal skills.
• Ability to communicate effectively both in person and by telephone.
• Ability to work cooperatively with others and perform effectively under general supervision.
• Professional courteous and service-oriented demeanor with the ability to interact positively with employees visitors and the public.

• Minimum of one year of experience in a receptionist front desk administrative support or customer service role involving public interaction and clerical responsibilities.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Must be able to remain in a stationary position at least 50% of the time.
• Occasional need to move about inside the office environment to access files office tools attendance in a meeting room etc.
• Constantly operates a computer and other office productivity tools that require fine motor skills such as a calculator copy machine computer printer etc.
• May occasionally need to position self to maintain computer and related tools.
• Seldomly needed to move objects up to 10 pounds.
• Constant communication with other individuals. Must be able to discern and exchange information as appropriate to the situation.
• Constant need to distinguish discern and identify a variety of objects and fine details with accuracy.

The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties responsibilities and skills required by personnel so classified. This Institute promotes Equal Employment Opportunity workplace that includes reasonable accommodations to otherwise qualified disabled applicants and employees.

Salary Range: $46073.00 - $51180.00. The final salary will depend on skills qualifications and experience.

Apply by Tuesday August 4thfor priority consideration. This position will remain open until it is filled.

Please submit a cover letter and a CV or resume PDF fines preferred.

Individuals needing assistance with the employment process can request assistance here.

Required Experience:

Junior IC