People & Culture Coordinator

At Pacific Science Center, our mission is to ignite curiosity in every child and fuel a passion for discovery, experimentation, and critical thinking in all of us. Our colleagues are passionate lifelong learners who live our mission every day. Each of us commits to bring an inclusion, diversity, equity, and access (IDEA) focus in every aspect of our work. Join our collaborative team and help steward our warm, welcoming, community\-learning environment at PacSci.

As part of our ongoing commitment to a diverse, equitable, and inclusive workplace, we’re invested in building teams with a wide variety of backgrounds, identities, and experiences. Data shows that women and BIPOC candidates more frequently do not apply to a job because they don’t feel that they meet all of the qualifications listed. If you have some of the knowledge, skills, and abilities listed and you share PacSci's values and support our mission, we encourage you to apply.

Position Title: People \& Culture Coordinator

Department: People \& Culture

Reports to: Sr People \& Culture Specialist

Pay Class: Full\-time Regular

FLSA Status: Hourly, Non\-Exempt

Position Summary

The People \& Culture (P\&C) Office Coordinator plays a key role in creating a warm, welcoming, and efficient front\-of\-house experience for all colleagues, guests, applicants, and partners. This position supports daily operations of the reception area and loading dock while providing direct administrative support to the People \& Culture team. The Coordinator ensures the smooth functioning of office processes, contributes to an inclusive and service\-oriented culture, and proactively removes administrative barriers so P\&C can focus on delivering exceptional people\-centered work.

Essential Duties \& Responsibilities

Front Office \& Guest Experience

• Manage the reception area as the first point of contact; greet visitors, candidates, and colleagues with a friendly and professional demeanor.
• Answer and direct phone calls; manage visitor check\-in, deliveries, and general inquiries.
• Maintain a steady, solutions\-oriented approach, navigating challenging situations with tact and professionalism.

Office Operations

• Coordinate daily office operations, including maintaining office supplies, organizing common areas, and monitoring the upkeep of reception, meeting rooms, kitchens, supply rooms, and workspaces.
• Create, update, and maintain office procedures that support efficiency and strong communication across teams.
• Process incoming and outgoing mail, scan documents, and maintain digital mail files.
• Serve as the primary point of contact for office vendors (e.g., mail service, copier vendors, building services).
• Maintain email distribution lists in MS Outlook
• Maintain and update organizational charts in the HRIS to ensure alignment with Outlook and other internal systems.
• Maintain accurate employee seating charts, ensuring workspace assignments are current and communicated to relevant teams.
• Assist the Executive Assistant to the CEO and support staff with their assigned duties such as Board function support.
• Perform various administrative functions for the President’s office as needed.

People \& Culture Support

• Monitor and triage the P\&C shared inbox; respond to routine inquiries and route complex matters appropriately.
• Prepare onboarding materials and coordinate new hire provisioning (badges, system access requests, welcome materials).
• Assist with payroll preparation, including timesheet reminders, data audits, and report generation.
• Support recruiting logistics including job posting coordination, interview scheduling, background checks, and candidate communications.
• Maintain employee files in accordance with records retention and compliance standards.
• Process P\&C invoices and reconcile department credit card expenses.
• Generate routine reports from HRIS to support compensation, compliance, and workforce planning initiatives.
• Audit HRIS data regularly to ensure data integrity and reporting accuracy.
• Support annual processes including performance review cycles, compensation updates, and open enrollment logistics.
• Exercise discretion and sound judgment when handling confidential employee information.
• Other duties as assigned.

Position Requirements:

• Advanced knowledge of Microsoft 365 Suite and effective cloud\-based file sharing
• Strong understanding of business communication and meeting protocol
• Ability to model curiosity and critical thinking
• Excellent attention to detail
• Written and oral communications are clear and effective with all audiences
• Demonstrated dependability, responsibility, and ability to maintain confidentiality with sensitive information
• Ability to multitask and manage multiple ongoing projects while providing inspiring service to colleagues and visitors
• Handle difficult situations with diplomacy, focusing on solutions
• Proactively identifying problems, prioritizes them effectively, and works to understand their root causes
• Demonstrated commitment to inclusion, diversity, equity, and access in every aspect of work
• Ability to take part in occasional meetings and events outside of core business hours
• Ability to balance high\-interruption environments with detail\-oriented administrative work.
• Demonstrated understanding of confidential data handling standards.

Qualifications

Required

• High school diploma or equivalent
• 1\+ years of administrative experience in a customer\-facing role

Preferred

• 2\+ years of administrative assistant or HR admin experience
• 1\+ years of experience working with a Board
• Proficiency in a second language such as but not limited to Spanish, Somali, Mandarin, ASL, and/or Vietnamese is a highly preferred skill.

Physical Demands \& Working Conditions

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

This position is fully onsite at Pacific Science Center and requires a consistent in\-person presence to support reception, office operations, and daily staff and visitor interactions. As a result, this role is not eligible for remote or hybrid work arrangements.

The typical schedule for this position is Monday–Friday during standard business hours, with occasional flexibility required to support operational needs, meetings, or events.

• Majority of work will take place at a computer workstation.
• This position requires communication over phone, email, and in\-person, including the ability to present to individuals and groups.
• Will occasionally move around PacSci campus.
• Will occasionally help set up and break down events and meeting spaces, including moving objects up to 40 lbs.
• The noise level varies from low to moderate.

This position description generally describes the principal functions of the position and the level of knowledge and skills typically required. It does not constitute an employment agreement between the employer and the employee, and it is subject to change as the needs of the employer and the requirements of the job change.

Compensation

Pay is based on several factors, including market location, job\-related knowledge, skills, and years of experience.

In addition to base salary, all employees receive:

• Employee PacSci Membership

Full\-time regular employees (40 hrs/week) additionally recieve following benefits:

• Medical, Dental, Vision, basic life insurance, and disability insurance
• 4 weeks of vacation, 12 floating holidays, and sick pay
• 403(b) Retirement Savings
• Commuter benefits (regular employees working at least 20 hours/week)
• Employee Assistance Program

Pacific Science Center stands with those who are courageously fighting against hate, racism, and injustice. We recognize that not being racist is not sufficient. We must be actively anti\-racist, and we commit to doing so. We prioritize inclusion, diversity, equity, and access in everything we do. Curiosity and critical thinking are essential to the dialogue and changes that need to happen.

Pacific Science Center complies with federal and state disability laws and makes reasonable accommodations for applicants and employees with disabilities. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact us at HRDepartment@pacsci.org.