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

University of Minnesota; Duluth (MN); On-site; USD 53,000 - 64,000; Full time

Job summary

The University of Minnesota NRRI seeks an Administrative Associate to join the NRRI Administrative and Archiving Team in Duluth. This in-person role supports administrative, HR, records management, communications, and environmental health and safety (QEHST) activities for NRRI staff and leadership.

You will assist with recruitment, onboarding, training, safety records, archiving, editing institutional communications, and front desk backup.

Qualifications

• Bachelor's degree or equivalent office experience.
• Knowledge of general office and administrative functions.
• Experience with web-based applications, word processing, spreadsheets.

Responsibilities

• Provide administrative and HR support for processes and workflows.
• Coordinate recruitment activities, onboarding, and related logistics.
• Maintain personnel records and training calendars; monitor deadlines.
• Edit and proofread institutional communications for accuracy and consistency.
• Assist with records management, archiving, and front desk operations.

Skills

General office functions

Word processing

Spreadsheets

Communication skills

Education

Bachelor's degree or combination of four years of related office experience

Tools

Microsoft Office Suite

Google Workspace

Job description

Job ID: 376737

Location: Duluth

Job Family: Administration

Full/Part Time: Full-Time

Regular/Temporary: Regular

Job Code: 8201AO

Employee Class: Civil Service

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.

Primary responsibilities include supporting recruitment and onboarding processes, maintaining personnel and safety records, coordinating training and compliance activities, assisting with records management and archiving, providing editing and proofreading support for institutional communications, and serving as backup support for front desk operations. This position also assists with special projects and performs other administrative duties as assigned.

Location and Work Environment: Duluth Location, 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: The application review will begin on November 6, 2026

Please note, 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 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.

Qualifications

Required Qualifications

• 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.

Preferred Qualifications

• 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.

About the Department

About NRRI

The Natural Resources Research Institute was established by the Minnesota legislature in 1983 as an applied science and engineering research organization to inform state citizens and decision-makers while leveraging the power of the University of Minnesota. NRRI is guided by the forward-looking charter provided by the Legislature to foster the economic development of Minnesota's natural resources in an environmentally sound manner to promote private sector employment.

NRRI's mission is to deliver integrated research solutions that value our resources, environment and economy for a sustainable and resilient future. We are a mission-driven, project-focused team working to create opportunities for natural resource stewardship.

With industrial-scale facilities in Duluth and Coleraine, MN, NRRI works across five strategic research platforms. These platforms address Minnesota's soil, forest, water and mineral resources:

• Applied Ecology and Resource Management
• Minerals and Metallurgy
• Materials and Bioeconomy
• Data Collection and Delivery
• Commercialization Services

Pay and Benefits

Pay Range: $53,149.20 per year - $63,779.04 per year ($25.55/hr-$30.66/hr); depending on education/qualifications/experience

Time Appointment: 100% Appointment

Position Type: Civil-Service & Non-Faculty Labor Represented Staff

Please visit the Office of Human Resources website for more information regarding benefit eligibility.

The University offers a comprehensive benefits package that includes:

• Competitive wages, paid holidays, and generous time off
• Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit Program
• Low-cost medical, dental, and pharmacy plans
• Healthcare and dependent care flexible spending accounts
• University HSA contributions
• Disability and employer-paid life insurance
• Employee wellbeing program
• Excellent retirement plans with employer contribution
• Public Service Loan Forgiveness (PSLF) opportunity
• Financial counseling services
• Employee Assistance Program with eight sessions of counseling at no cost

While our salary ranges provide a framework, it is important to note that most of the time, the initial pay may not reach the maximum of the range. This approach ensures that compensation reflects the value and unique contributions of each candidate while maintaining equity within our organization. As part of our commitment to fair and equitable compensation, please be aware that the salary offered to incoming candidates will be based on their individual credentials and experience.

Diversity

The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.

The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu

Employment Requirements

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.

About University of Minnesota

University of Minnesota, Duluth (UMD)

The University of Minnesota, Duluth (UMD) consistently ranks among the top Midwestern, regional universities in U.S. News and World Report's "America's Best Colleges" issue.

Overlooking Lake Superior, UMD provides an alternative to both large research and small liberal arts environments and attracts students looking for a personalized learning experience on a medium-sized campus of a major university. A firm liberal arts foundation anchors a variety of traditional degree programs, as well as professional and graduate students that draw on UMD's many research institutes and labs.

At the University of Minnesota, we are proud to be recognized by Forbes as a Best Employer for Company Culture (2026), Best Employer for Women (2023, 2025, 2026), and Best Employer by State (2022-2026). In 2026, we also received Culture Excellence & Industry Awards recognition for employee appreciation and work-life flexibility.