NOIRLab Receptionist Hilo, Hawaii

Association of Universities for Research in Astronomy•Hilo, HI

1d•$46,073 - $51,180•Onsite

About The Position

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 Hawaiʻi. 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.

Requirements

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.

Nice To Haves

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

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.