NRRI Administrative Associate – Human Resources, QEHST, and Administrative Support

About The Job

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 and Work Environment

Location:

Duluth
Work Environment: in person

Work Schedule

Monday – Friday 8:00am to 4:30pm

Physical / Environmental Demands

Office environment / no specific or unusual physical or environmental demands.

Priority Deadline Note

Priority Deadline

Note:

The application review will begin on November 6, 2026.

Eligibility for Sponsorship

This position is not eligible for H-1B or Green Card sponsorship. This position does not offer a STEM OPT training program.

Job Duties

• 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…