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Human Resources/Logistics Assistant

Posted on Apr 12, 2019 by AURA/NOAO

Makawao, HI 96768
Recruitment Consultancy
5 Apr 2019
Annual Salary
The Association of Universities for Research in Astronomy (AURA) is a consortium of over 40 US institutions and four international affiliates that operates world-class astronomical observatories. AURA's role is to establish, nurture, and promote public observatories and facilities that advance innovative astronomical research. AURA is responsible for managing the operations of the Gemini Observatory, the National Optical Astronomical Observatory, the National Solar Observatory, the Space Telescope Science Institute, and the construction of the Large Synoptic Survey Telescope and the Daniel K. Inouye Solar Telescope under cooperative agreements with the National Science Foundation and NASA. We are currently seeking a Human Resources/Logistics Assistant for the National Science Foundation funded operations. The position is located at AURA's Daniel K Inouye Solar Telescope Science Support Center in Makawao, on the island of Maui, Hawaii. The HR/Logistics Assistant serves as the on-site point of contact for Human Resources and Logistics activities in Maui, Hawaii. The HR/Logistics Assistant provides administrative support to HR functions at all AURA NSF-funded Centers including recruiting, employee/labor relations, compensation, benefits, training, equal employment opportunity, and employee records, and will respond to inquiries regarding HR policies and procedures. The HR/Logistics Assistant also serves as the on-site point of contact for Logistics activities on Maui, performing inbound and outbound shipping activities, as well as property management and control duties in accordance with AURA policies and procedures. Duties will include maintaining information systems, preparing appropriate documentation, and processing necessary paperwork. The HR/Logistics Assistant works on projects/matters of limited complexity in a support role and will work independently. Essential Functions: Human Resources Answers general HR and payroll questions from employees, or forwards to appropriate party as requiredProcesses new hire paperwork, conducts new hire orientation, and assists with terminationsAssists with the recruitment process, including but not limited to the posting of positions, scheduling interviews, performing reference checks, and updating HRIS systemPrepares and disseminates correspondence and documents for HR-related activities including completion of employment, new hire onboarding, training, benefits and wellnessSupports the administration of benefit plans and reconciles benefits billingPerforms transactional work in support of new hires, promotions, transfers, performance reviews, and terminationsCompiles timesheets and enters weekly ALTRES Davis Bacon payroll processing in addition to ALTRES separationsResponsible for running reports for multiple stakeholders, both external and internalAssists with coordination and documentation for Immigration programs for staff and visitors Logistics Performs inbound and outbound shipping activities and servicesAssembles and prepares goods for shipment, obtains necessary volume data, schedules and manages domestic freight, and follows record keeping proceduresPrepares and processes Shipping Memos and Return Material AuthorizationsReceives, inspects, logs, and processes inbound items and mail. Reports damaged items, as necessary, and provides notification of shipment arrivalsReceives materials electronically and attaches inventory tags as applicable.Answers general questions regarding logistics procedures and property administration requirementsRecognizes and arranges for proper handling, storage and shipment of hazardous materials in coordination with AURA Center staffEnsures that property control at the AURA Center conforms to AURA, NSF, and other funding organizations' regulationsEnsures that the property at AURA locations is properly documented by maintaining detailed records of each inventoried asset by number, description and locationAssigns appropriate classification and property control numbers to inventoried itemsDisposes of and transfers property in accordance with contractual and NSF requirements Other Functions: Performs special assignments to include research, analysis, planning, and reports as requestedRemains current in best practices and relevant employment laws, such as EEOC, ADAAA, FLSA, and DOL regulations,Remains current in best practices and relevant laws in the Logistics field, including DOS, DOT and IATAAll AURA employees are responsible for the proper management and control of all AURA property within their work area, whether assigned to them or someone else. This responsibility includes reporting any known missing, stolen, or non-working property in their work area to their supervisor or the AURA Property OfficerResponsible for ensuring compliance with government award terms and conditions assigned to this position or subordinates of this position as defined in the Vela Award Management systemPerforms other duties as assigned Required Education/Experience/Skills/Abilities: High School Diploma or GED and at least 2-3 years of progressively responsible administrative work, with at least one year in Human Resources or Logistics supportAble to handle general administrative issues, exercise judgment on routine matters, and understand when and where to escalate or seek direction on non-routine mattersAbility to maintain confidentiality of sensitive informationAbility to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organizationAbility to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphsAbility to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situationsProficient with Microsoft Office SuiteDemonstrated ability to work independently with remote supervision, and as a team player, exercising professional judgement and behaviorAbility to meet tight deadlines, multitask, and work well under pressureStrong problem-solving skills Preferred Education/Experience/Skills/Abilities: Associate's DegreeExperience using online shipping tools from FedEx and UPSExperience with moving freight inter-islandExperience with Payroll and timekeeping systemsExperience with Human Resource Information Systems Physical Demands: 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. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel and talk or hear.The employee is occasionally required to stand; walk; reach with hands and arms and stoop; kneel; crouch; or crawl.The employee must regularly lift and /or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.Specific vision abilities required by this job include close vision, depth perception and ability to adjust focus.Must possess - sufficient mobility, strength, or dexterity in both arms and hands and both legs to a) reach upward, sideways, downward to work with paper files; b) sufficient mobility and dexterity to utilize computer systems, fax machines, copiers, and other office machines.Must possess - 1) ability to read and understand instructions, drawings, safety guides, and other written materials necessary to perform job; 2) sufficient visual capacity to perform the applicable functions without assistance of visual aids other than eye contacts or eye glasses; 3) sufficient spoken aural capacity to hear and understand instructions, warning bells, fire alarms, or shouted instructions without assistance of auditory aids other than a hearing aid; and 4) ability to impart information orally so that others understand and can respond appropriatelySome travel may be necessary in or outside the contiguous United States.When working on Haleakala summit occasionally (example - annual inventory, employee support) - ability to work at 10,000' elevation Preference will be given to qualified internal candidates. Please list 3 professional references in your application and attach a CV or resume (PDF files preferred) to your application. Please name any attachments with the following format: LastnameDocname. Application documents that are not uploaded as part of the application may be sent to AURA, as a leader in the astronomical community, is committed to diversity and inclusion. AURA develops and supports programs that advance our organizational commitment to diversity, broaden participation, and encourage the advancement of diversity throughout the astronomical scientific workforce. Learn more at As a recipient of U.S. Government funding, AURA is considered a government contractor and is subject to Equal Employment Opportunity and Affirmative Action regulations. As an Equal Opportunity and Affirmative Action Employer, AURA and all of the centers, do not discriminate based on race, sex, color, age, religion, national origin, sexual orientation, gender identity/gender identity expression, lawful political affiliations, veteran status, disability, and/or any other legally protected status under applicable federal, state, and local equal opportunity laws. The statements below as well as the requests for self-identification are required pursuant to these regulations..... click apply for full job details

Reference: 692520476

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