Human Resources Coordinator

The Human Resources Coordinator position exists to support the payroll, benefits, and talent acquisition teams, and to serve as the first point of contact for employees with HR-related questions. Additionally, the HR Coordinator also provides the initial onboarding function for new hires (interpersonal/face-to-face with the new hire, and back-end processing), as well as miscellaneous administrative and special project support for the Human Resources Department.

What You'll Do

• Provides support to the HR department to include:
  
  
  
  • Serving as first point of contact/front desk representative for HR
  • Answering employee questions relating to payroll, benefits, training, AAAS policies, and other inquiries
  • Processing of all departmental invoices including benefits invoices, HR receipts & supply orders
  • Updating the HR page on the Intranet
  • Drafting and sending HR emails to all staff
  • Responding to employment verification requests
  • Completing various special projects as needed
  
  
  
  
• Processes HR information changes from numerous sources (HRSupport, PRS, Outlook, Microsoft Teams) including promotions, salary increases, and position reclassifications, as well as address, tax withholding, and direct deposit changes for current employees
• Conducts audits of payroll, benefits, and other HR programs and recommends corrective actions to ensure legal compliance
• Schedules and conducts biweekly new hire orientation and onboarding, including back-end processing
• Ensures that all new hire paperwork is correct, complete, and submitted to HR in a timely fashion
• Schedules, plans, and executes monthly & quarterly new hire events
• Runs the annual AAAS Summer Internship Program in conjunction with the Talent Acquisition team
• Administers SmartBenefits transit benefits
• Coordinates with HR Managers to administer staff LinkedIn Learning program and supports other manager training and staff training initiatives
• Supports HR Manager, Talent Management during Open Enrollment (May) and Benefits Fair/Wellness Week (September/October) by creating marketing graphics, scheduling calendar events, sending updates and reminders to staff, and answering the bulk of staff questions
• Liaises with the Executive Office, Office of Communications, IT Department, and the Office of Meetings and Special Events to plan the AAAS Annual Awards Ceremony, including facilitating the award nomination and selection process, ordering trophies, running staff tenure reports, creating the ceremony agenda, and distributing tenure milestone pins to staff
• Completes reference checks and degree verifications.
• Provides the administrative support that enables recruitment, which includes preparing offer letters, setting up new hires with IT and facilities, and ensuring all recruitment documents are completed.
• Assists with full cycle recruitment across multiple departments and disciplines.

Minimum Qualifications

• Extensive university or college level training leading to a Bachelor's degree; or an equivalent combination of education and experience
• One to two years of relevant work experience
• Strong skills in contemporary software packages to include exceptionally strong abilities in MS Excel; HRIS and/or payroll system experience, along with other financial systems
• Knowledge of I-9 regulations & UKG software; basic knowledge of HR & payroll compliance and tax laws
• Strong abilities in MS Excel
• Knowledge of protocol regarding sensitive/confidential information
• Knowledge of internal payroll procedures, SmartBenefits program parameters
• Knowledge of payroll/benefits programs & COBRA procedures
• Strong abilities in research and problem solving
• Strong attention to detail and ability to handle confidential information tactfully
• Excellent verbal, written and interpersonal communication skills and strong organizational abilities
• Ability to work effectively in a collaborative environment as part of a team along with the ability to work well independently
• Enthusiasm and desire to learn
• Research & problem-solving skills
• Time management & organizational skills
• Ability to manage own workload, schedule, and organization of priorities

Application Process

Submit a resume by March 2, 2025. Applications are reviewed on a rolling basis. A Recruiter will contact you with next steps if you are selected for an interview.

The anticipated initial rate of compensation for this position is $53,000 -$58,000 per year. AAAS currently provides the following benefits for this position: paid vacation leave, paid sick leave, paid holidays, health insurance, flexible spending account, dental insurance, life insurance, vision insurance, retirement benefits, short- and long-term disability, each subject to the terms of the applicable program. Additional benefits may apply.

Any actual offer of employment, reflecting the total compensation package and benefits, will be made in the sole discretion of AAAS and will be based on a variety of factors, including years of experience, depth of experience, and other relevant factors. AAAS reserves the right to amend or modify its employment benefits and compensation structure at any time.

AAAS is an Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sexual orientation, gender, gender identity, national origin, age, disability, veteran status, or other protected category. AAAS uses E-Verify to confirm the employment eligibility of all newly hired employees. No visa sponsorship is available for this position.

Search Firm and Employment Agency Disclaimer

The American Association for the Advancement of Science (AAAS) does not accept unsolicited agency resumes. Any unsolicited resumes sent to AAAS from a third party, such as an agency, including unsolicited resumes sent to an AAAS mailing address, fax machine or email address, directly to AAAS employees, or to the AAAS resume database will be considered AAAS property. Verbal or written communications from any employee of AAAS shall not be considered binding obligations. AAAS Human Resources is the only AAAS representative authorized by AAAS to enter into any employment agreements with any third party. AAAS will not pay a fee for any placement resulting from the receipt of an unsolicited resume.

#LI-DNI