The HR Administrative Assistant is responsible for the timely delivery of HR support to the organization with a specific focus on the US Department of State Exchange Visitor Program (EVP). The Assistant works with staff and visitors and facilitates EVP program administration, visa tracking and record keeping, and ensuring that reimbursements and other payments are processed.
The Assistant serves as an Alternative Responsible Officer (ARO) to process J1 and other types of visas and to track citizen status of all visitors to SFI.
Provide administrative support as assigned by the Vice President for Administration and the Human Resources Manager.
Work closely in Salesforce to process reimbursements to visitors, faculty, staff, and others in a precise and timely manner.
Provide support staffing the front desk and to other departments as needed.
Manage visa reports for all workshops and working group visitors and citizen status
Communication with all visitors on documentation needed to come to SFI.
Meet each international visitor to get documents needed for payment from SFI.
Manage files both hard copy and in Salesforce visa database.
Serve as Alternative Responsible Officer (ARO) for our J-1 Visa Visitor Exchange Program: Manages J1 paperwork and communication with incoming employees and visitors.
Works with in the DOS database (SEVIS) to process new and revised DS-2019 and update visitor status
Manages incoming J1 postdocs with setting up for a SS card and bank account when they arrive in Santa Fe
Handles the needs and concerns of participants from different institutional, disciplinary, and cultural backgrounds
Maintains the visa database (Salesforce) as needed
Assists with Audits
Demonstrated experience effectively organizing and prioritizing tasks, and taking initiative.
Demonstrated experience working effectively under pressure of deadlines, frequent interruptions and changing or competing priorities.
Excellent interpersonal skills including the ability to work effectively with a wide range of constituencies in a diverse community.
Ability to learn new software packages as needed; proficiency in Microsoft Office and Google Workspace.
Ability to work independently with minimal supervision.
Excellent oral and written communication skills, including proofreading, grammar, spelling, punctuation, accuracy, and attention to detail.
Discretion in dealing with sensitive and confidential information and sensitivity to cultural diversity.
Due to the nature of the position this work must be performed in-person in Santa Fe, NM.
The Santa Fe Institute is an Equal Opportunity Employer. We actively seek and encourage applications from minorities, women, and people with disabilities.