Receptionist

NSF NOIRLab Receptionist / Administrative Assistant

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 Hawai?i.

We are seeking a Receptionist / Administrative Assistant to join the Gemini North Hilo Base Facility. In 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.

Key Responsibilities

• 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.

Required Qualifications

• 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.

Preferred Qualifications

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

Physical Requirements

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: $46,073.00 - $51,180.00. The final salary will depend on skills, qualifications and experience.