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HR Coordinator

Company: National Optical Astronomy Observatory
Location: Tucson
Posted on: January 15, 2022

Job Description:

AURA's mission is to provide innovative, open resources to enable discovery and excellence in research, to unify the astrophysics communities, and to promote public understanding of our universe and the benefits of science exploration. AURA carries out its role through its astronomical facilities. The Human Resources Team has an opening for a full-time HR Coordinator to support the National Science Foundation funded operations.
The Human Resources Coordinator assists HR Managers and HR Generalists in a variety of HR areas to include recruitment, benefits administration, HRIS, onboarding and projects. Provides overall administrative support to the HR department, including processing documentation and records maintenance. Compiles and prepares data for statistical reporting. Answers employee questions about policy and procedures, and refers to Generalist/Manager as needed. May lead or provide assistance on projects such as; HR events, benefits open enrollment, affirmative action, training, wellness programs, employee communications and meetings. May be a general primary point for HR related activities.
Essential Functions:

  • In partnership with the HR Manager/Generalist coordinates all aspects of the end-to-end recruitment process.
  • Updates human resources information systems and creates and run reports as required. Will also be responsible for report generation and dissemination from vendor systems.
  • Prepares and disseminates correspondence for all areas of HR related activities including completion of employment, new hire onboarding, training, benefits and wellness.
  • Assist with the development of HR trainings. Organizes training schedules and courses for new and existing staff, keeps training records up to date, obtains feedback from employees for training received.
  • Reconciles monthly benefits billing. Retrieves and records invoices from benefits vendors and reconciles to employee benefits reports. Prepares check requests for approval and submission to accounts payable.
  • Updates and prepares records and correspondence of various employee changes including benefits plan participation such as insurance and pension plan, personnel transactions such as hires, promotions, transfers, performance reviews, and terminations, and employee statistics for government reporting.
  • Provides policy interpretation and general information pertaining to all areas of HR including but not limited to benefits, payroll, and compensation.
  • Coordinates COBRA enrollments and notifications with 3rd party provider.
  • Assists with Immigration programs for staff and visitors. Maintains records of VISA issued and expiration dates and assists with coordinating documentation and notices.
  • Coordinates with all AURA NSF funded sites in the U.S. and Chile on HR projects and activities.
  • Ensure HR workflows and process are documented in Confluence ensuring up-to-date information. Periodically reviews workflow to identify opportunities for increased efficiency.
  • Utilizing JIRA ticketing system to manage work tasks and priorities.
  • Coordinate Employee Service Award program and responsible for coordinating service award events.
  • Maintains knowledge of legal requirements and government reporting regulations affecting human resources functions. Ensures policies, procedures, and reporting are in compliance with legal requirements.
  • All 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 Officer.
  • Responsible 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 system, .

    Other Functions:

    • Performs special assignments to include research, analysis, planning, and reports as requested.
    • Remains current in best practices and relevant employment laws, such as EEOC, ADAAA, FLSA, and DOL regulations to ensure fair and legally compliant practices
    • Performs other duties as assigned.

      Required Education/Experience/Skills/Abilities:

      • Bachelors Degree in Human Resources or related field. Equivalent experience may be substituted for the degree.
      • Two to three years experience in a customer service/administrative position.
      • Able to handle general administrative issues requiring interpretation and application of policies and procedures.
      • Ability 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 organization.
      • Ability 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 graphs.
      • Ability 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 situations.
      • Knowledge of the Microsoft Suite of tools. Basic knowledge of HRIS systems.

        Preferred Education/Experience/Skills/Abilities:

        • PHR or SHRM CP designation
        • Experience in Human Resources
        • General Human Resource knowledge

          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 appropriately.

            AURA offers an excellent benefits package including paid time off and retirement plan contributions, competitive salary commensurate with experience, and a very attractive work environment.
            We are committed to diversity and inclusion at AURA, as a leader in the astronomical community, 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
            Preference will be given to qualified internal candidates and qualified Native Americans living on or near the Tohono O'odham reservation.
            Please list 3 professional references in your application (references will only be contacted later in the recruitment process) and attach: a cover letter and a CV or resume, PDF files preferred. Please name any attachments with the following format: Lastname Docname. Application documents that are not uploaded as part of the application may be sent to employment@aura-astronomy.org.
            Veterans, disabled individuals or wounded warriors needing assistance with the employment process should request assistance at employment@aura-astronomy.org
            The position will remain open until filled. To be considered in the first round of reviews, please submit your application by July 14, 2021.
            COVID-19 Policy Update: AURA has implemented a mandatory vaccination policy that requires all employees to be vaccinated, unless qualified for an exemption based on medical or religious reasons. All new employees will be required to comply with this policy and will be required to present proof of full vaccination or submit a completed request (including supporting documents, if applicable) for an exemption at least five (5) business days prior to their start of employment. Individuals who fail to meet this deadline may have their employment start date delayed.
            This is a requirement for all employees working onsite or from home (telework or hybrid remote work schedule). Currently the vaccination requirement does not apply to any future AURA employees working in Chile, regardless of their nationality or type of contract.
            AURA currently offers a mix-model workspace (office & virtual) and stimulating environments for all, with most staff working virtually from home during the COVID-19 crisis through December 2021. The safety of our staff and community is our top priority. We will continue to interview and screen candidates in this new virtual landscape and offers of employment can be extended and new hires will onboard virtually. Employees are required to be residents in their base job location within a limited time from their start date.
            The Association of Universities for Research in Astronomy (AURA), is a consortium of over 40 US institutions and three 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 NSF's NOIRLab, the National Solar Observatory, and the construction of the Vera C. Rubin Observatory and the Daniel K. Inouye Solar Telescope under cooperative agreements with the National Science Foundation and operations of the Space Telescope Science Institute under contracts with NASA.
            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 does 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. We encourage your participation in meeting these federal reporting requirements which are included for protection and to assist us in our recordkeeping and reporting. Your responses are kept strictly confidential.

Keywords: National Optical Astronomy Observatory, Tucson , HR Coordinator, Human Resources , Tucson, Arizona

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