NRRI Administrative Associate

About the Role

This position is a member of the NRRI Administrative and Archiving Team and serves as an integral part of the NRRI Central Administration team. The Administrative Associate provides administrative, human resources, records management, communications, and environmental health and safety (QEHST) support to NRRI staff and leadership.

• Location: Duluth, in person
• Work Schedule: Monday – Friday 8:00 am to 4:30 pm

Key Responsibilities

• Administrative and Human Resources Support (45%)

• Provide administrative support for HR-related processes and workflows.

• Prepare and distribute offer letters, appointment letters, and other employment-related correspondence.

• Submit and monitor TDX requests related to recruitment, hiring, onboarding, position management, and employee transactions.

• Coordinate recruitment activities, including interview scheduling, candidate visits, and onboarding logistics.

• Maintain personnel records and confidential documentation in accordance with University and NRRI policies.

• Provide administrative support to NRRI Central Operations Directors and Managers.

• Maintain employee training databases and calendars; monitor required training and certification deadlines.

• Coordinate travel arrangements and process Chrome River expense reimbursements.

• Assist with special projects and perform other administrative duties as assigned.

• Quality, Environmental, Health, Safety, and Training (QEHST) Support (40%)

• Documentation and Records Management

• Maintain safety training records, certifications, and compliance documentation.

• Maintain incident, injury, and near-miss reports.

• Update safety bulletin boards, electronic safety resources, and shared documentation.

• Training and Onboarding Support

• Add new employees to the required safety training system and assign applicable training.

• Track required safety training and certification renewals.

• Send reminders for expiring certifications and required refresher training.

• Monitor training attendance and completion records.

• Safety Communication and Awareness

• Assist with safety campaigns, events, and employee awareness initiatives.

• Maintain safety information on intranet sites and shared drives.

• Incident and Compliance Support

• Track corrective actions resulting from incidents, inspections, and audits.

• Maintain inspection, audit, and compliance logs.

• Monitor reporting deadlines and regulatory compliance requirements.

• Data Management and Reporting

• Compile safety metrics, dashboards, and reports.

• Track injury and incident trends.

• Assist with preparation of annual safety reports.

• Emergency Preparedness

• Assist with evacuation drill planning, documentation, and recordkeeping.

• Editing, Archiving, Reception, and Operational Support (15%)

• Editing

• Edit and proofread reports, newsletters, presentations, web content, manuscripts, and other institutional communications to ensure accuracy, consistency, and compliance with NRRI and University standards.

• Archiving and Records Management

• Review records and collections to determine retention requirements in accordance with University policies.

• Collaborate with research staff to evaluate, preserve, archive, or appropriately dispose of files, collections, samples, reports, and other institutional materials.

• Assist with organizing and maintaining electronic and physical records as needed.

• Reception and Operational Support

• Serve as backup support for front desk and lobby operations.

• Welcome and assist visitors, employees, contractors, and guests while providing professional customer service.

• Answer and route incoming telephone calls.

• Sort and distribute mail and packages.

• Assist with visitor parking permits, shipping, receiving, and other operational support activities.

• Provide front desk coverage during staff absences, breaks, and periods of increased activity.

• General Support

• Perform additional editing, archiving, operational, and administrative duties as assigned.

Requirements & Tech Stack

• Bachelor's degree or a combination of four (4) years of related office experience.
• Education and training may substitute for some years of experience.
• Knowledge of and demonstrated ability to perform general office and administrative functions.
• Experience using web-based applications, word processing software, spreadsheets, and other standard office technology.
• Proficiency with Microsoft Office Suite and Google Workspace is preferred.
• Experience with project management software such as Prism or Asana is preferred.

Qualifications

• Required:
• Bachelor's degree or a combination of four (4) years of related office experience.
• Knowledge of and demonstrated ability to perform general office and administrative functions.
• Experience using web-based applications, word processing software, spreadsheets, and other standard office technology.
• Preferred:
• Experience managing and prioritizing multiple projects in a fast-paced environment.
• Demonstrated ability to work independently and collaboratively with minimal supervision.
• Experience identifying opportunities to improve administrative processes and workflows.
• Proficiency with Microsoft Office Suite and Google Workspace.
• Excellent written and verbal communication skills, including strong proofreading, spelling, and grammar.
• Strong interpersonal skills with the ability to work effectively with faculty, staff, students, and external stakeholders.
• Experience with project management software such as Prism or Asana.