California Academy of Sciences: Entry Level Human Resources Assistant

August 20, 2014 9:41 AM

Are you curious to explore your career in Human Resources?  Looking to join a dynamic Human Resources team at one of the greenest museums on the planet?   This role will give you the opportunity to further develop your administrative and project skills in a fast paced environment.  We are looking for someone who is a natural in people skills and has a passion to deliver a high touch employee experience.  Must be efficient in a variety of software programs especially outlook for calendaring, excel for reports and projects and Powerpoint presentations.   

Reports to the Talent Acquisition Manager and supports the entire Human Resources department in a variety of duties and projects. Serves as first point of contact for the Human Resources Department, greets and provides information and assistance to staff members and provides a top candidate experience.  This role supports the busy recruitment team with scheduling candidates, booking conference rooms, and updating job postings as well as using your creative skills in maintaining our LinkedIn page and other projects. In addition, this role will support other areas of recruitment, pre-employment and employee on-boarding and record-keeping including departmental events and trainings. 

Below is some of the work you will be doing, the full job description can be found on their website.
Assists Talent Acquisition Manager and team with recruiting support responsibilities including:
• First point of contact for candidates and employees, answers questions, meets and greets candidates and escorts them to interviews, ensuring a platinum level experience
• Coordinates high volume interview scheduling for entire organization, including phone screens and onsite interviews, creates templates and schedules and new employee files
• Revises and formats job descriptions and posts to website, HR Portal, and external job boards
• Updates open requisitions log and creates and distributes weekly internal job postings announcement
• Provides weekly updates on our Linkedin Career page and other social media site
• Revises and formats job descriptions and posts to website, HR Portal, and external job boards
• Conducts personal reference checks and completes background investigations
• Coordinates projects for updates and enhancements to recruitment processes, including implementation of a new applicant tracking system, internal employee portal and new internal career page for employees
• Assists in facilitating new hire orientations and on-boarding process
• Prepares new hire orientation packets and benefit enrollment materials
• Assists in maintaining the Human Resources Employee Self Service Portal in ADP
• Responds to general phone inquiries and completes employment verifications
• Assists in coordinating and setting up annual events such as Wellness Fair, Take Our Daughters and Sons to Work Day and employee trainings and workshops, and other events throughout the year
• Assists with HRIS (ADP) data entry and serves as backup administrator
• Processes departmental invoices and monthly credit card statements
• Orders supplies for department and maintains technological items
• Follows all Academy safety regulations
• Other duties and projects as assigned

The California Academy of Sciences will consider for employment all qualified applicants with criminal histories in a manner consistent with the requirements of the San Francisco Fair Chance Ordinance (SF Police Code, Article 49).

Desired Skills and Experience

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The ideal candidate will possess a combination of the following education and/or equivalent experience:
• Bachelor's degree (B.A.) or Associates and/ or equivalent education and experience
• Minimum one years of administrative experience, preferably in a Human Resources or other relevant department, working with people at all organizational levels in a busy office environment
• Experience with supporting a fast paced office and juggling many tasks most needed
• High degree of computer literacy with proficiency in scheduling functions either in Microsoft Outlook or other similar calendaring software
• Quick learner and some experience with HRIS systems or Applicant tracking or databases
• Knowledgeable with Internet search tools and resources including job boards and social media
• Proficient with Word, Excel, PowerPoint and other systems.  Knows how to edit, manipulate and format data in systems, with an ability to offer suggestions and improvements to documents.
• Excellent verbal and written communication skills
• Excellent interpersonal and customer service skills; thrives on interacting with diverse groups of people while maintaining a friendly and helpful attitude
• High degree of professionalism and maturity with high degree of business acumen
• Ability to maintain strict confidentiality is a must
• Ability to work independently with minimal supervision and show initiative
• Ability to prioritize and meet deadlines in a fast-paced environment
• Excellent organizational skills and high attention to detail and accuracy
• Good problem solving and critical thinking skills

The California Academy of Sciences is a world-class scientific and cultural institution based in San Francisco. In 2008, the Academy opened a new facility in Golden Gate Park, a 400,000-square-foot structure that houses an aquarium, planetarium, and natural history museum all under a 2.5-acre living roof.

The facility is also home to the Academy's staff of world-class scientists, an education department that provides a wide range of student and teacher services, and extensive research collections with more than 28 million specimens.

The mission of the California Academy of Sciences is to explore, explain and sustain life.

The California Academy of Sciences is one of San Francisco's must-see destinations. Home to a coral reef, four-story living rainforest, immersive planetarium shows and more, the building is bursting with life. The expertise and ongoing work of Academy scientists is at the heart of its innovative exhibits and programs which delight visitors of all ages.

An international center for scientific research and education, the Academy is at the forefront of efforts to understand and protect the diversity of Earth's living things. The Institute for Biodiversity Science and Sustainability hosts 70 professional scientists working in 12 fields of research. Academy scientists, teachers, and docents share their enthusiasm for the natural sciences with thousands of educators and visitors weekly.

Start Date: ASAP
Salary: DOE
How to Apply: Go to or

Contact SBE
Contact SSU
Sonoma State University School of Business and Economics. Reach.
1801 East Cotati Avenue, Rohnert Park, CA, 94928 • 707-664-2377 20322