Institute Receptionist and HR Assistant at Sanford Burnham Prebys in San Diego, California

Job Description:

Sanford Burnham Prebys is a preeminent, independent biomedical research institute dedicated to understanding human biology and disease and advancing scientific discoveries to profoundly impact human health.

The duties and responsibilities contained in the job description are intended to be examples of the accountabilities for which the person in the position will demonstrate competency through performance. The job description is not intended to be an all-inclusive list. Duties and responsibilities are subject to change and other duties may be assigned as necessary.

Summary:

Under the direction of the Senior HR Business Partner, the Institute Receptionist and HR Assistant is the initial point of contact for visitors to the Institute, which may include scientific collaborators, guests, job applicants, board members, donors, and others. They will also provide administrative and clerical support as needed for the Human Resources department.

Duties and Responsibilities:

Receptionist Duties

• Greets and provides assistance to Institute visitors, which may include contacting employees when visitors arrive, providing directions to visitors attending seminars or other functions, and using diplomacy and professionalism in responding to visitors and vendors
• Answers multi-line phone and appropriately direct calls while providing information when needed
• Sorts, opens and distributes mail and packages received through interoffice and U.S. Postal Service mail and applies postage to outgoing mail
• Faxes documents as requested and needed
• Hands out pay checks and reimbursement checks to employees at front desk, as required Administrative Duties
• Provides clerical and administrative support including data entry, filing, scanning, assisting with meeting scheduling and set-up, and catering for meetings and events
• Assists the Talent Acquisition Team in onboarding and offboarding Interns.
• Coordinates and accurately tracks progress and hours of external works study students.
• Coordinates the ordering of office or other supplies for the HR Department
• Schedules & supports HR-sponsored meetings as requested, such as room scheduling, meeting set-up and break-down, catering, check-in, etc.
• Organizes monthly HR Staff Meeting including taking minutes and circulating the minutes for needed follow-up.
• Supports HR Records management, including the filing in paper and electronic personnel files.
• Ensures timely I-9 document auditing, including the purging of documents as needed.
• Assists with the purchase and posting of the mandated labor law postings.
• Supports training, engagement, special events and projects as needed.
• ADP – Provide departmental support for the HR system mainenance as needed.
• Perform other related tasks, duties and responsibilities as required, assigned or directed.

Education and/or Experience:

• High School diploma required, Bachelor's degree preferred.
• At least one (1) year of receptionist or customer service experience and zero to two (0 – 2) years of HR experience or an equivalent combination of education, training and/or experience from which comparable knowledge, skills and abilities have been attained.

Other Knowledge, Skills and/or Abilities:

• Maintain professional demeanor at all times
• Provide excellent service to employees and communicate in a courteous, prompt, and efficient manner
• Be able to reliably adhere to the scheduled on campus hours for this position which are Monday-Friday, 8:00 a.m. – 4:30 p.m.
• Demonstrate reliability and dependability
• Work independently as well as in a team environment
• Pay meticulous attention to detail
• Handle sensitive and confidential employee information with tact and discretion.
• Be responsible, organized, and a problem-solver
• Possess proficiency in Microsoft Office (including but not limited to Outlook, Word, Excel, PowerPoint, Forms, SharePoint)

Supervisory Responsibilities:

This position does not have any supervisory responsibilities.

Compensation: The expected hiring range for this role is $39,424 - $51,000.

Sanford Burnham Prebys celebrates the rich diversity of our scientists, students and staff, who hail from more than 30 countries. Our diverse and inclusive environment catalyzes innovation and fuels discovery, enhancing the value and impact of our research.

We welcome talented individuals of all backgrounds regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, military or veteran status. We are proud to be an equal opportunity employer.

For additional information about your rights as an applicant, click HERE.

As part of this commitment, Sanford Burnham Prebys Medical Discovery Institute will ensure that persons with disabilities are provided reasonable accommodations for the hiring process. If a reasonable accommodation is needed, please contact our HR Partners at 858 646 3100 Ext 5127 or via e-mail at accomodations@sbpdiscovery.org

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