Employment Coordinator

Position Overview

As a member of the Employment Team, the Employment Coordinator provides administrative and general HR support to three HR managers in the areas of recruitment and hiring. This position is a great opportunity for someone who is focused on pursuing a career in Human Resources. Working closely with the employment team, you will be exposed to all aspects of recruiting and staffing as well as employee relations work. This is a great stepping stone for someone who aspires to be a Human Resources Manager or HR Business Partner. Also assists with other departmental projects as needed.

Essential Functions

• The Coordinator tracks staffing requisitions associated with internal and external hires thoroughly following the full recruitment cycle from the beginning to end of the process
• Schedules initial meetings between recruiter and hiring managers to discuss recruitment strategy
• Posts and advertises job openings on the Museum’s ADP Workforce Now job portal as well as other selected external sites, distribution lists or periodicals
• Assists recruiters with maintaining, reviewing and sorting applications received through the Museum’s job portal on ADP Workforce Now
• Assists HRIS Manager with basic employment/applicant query reports as necessary in order to track relevant recruitment data and metrics. Ensures that all appropriate new hires and other changes are entered and updated on SharePoint
• In the absence of the HRIS Manager, trains and assists hiring managers on navigating the ADP Workforce Now recruitment module
• As needed, assists HR Managers by performing basic screening of job applicants over the phone or virtually to ascertain whether they meet the minimum requirements of the vacant position
• Assists recruiters with reviewing, sorting and evaluating applicants’ materials
• Develops Google Docs or other comparable methods to enable the efficient sharing of candidates’ materials with hiring managers and others involved in the search
• Schedules virtual and in-person interviews, including group interviews; reserves conference rooms for group interviews, as needed. Develops agendas and assembles packets with all relevant materials. Makes hotel reservations for out-of-state candidates
• Photocopies, files and compiles interview materials or agendas for individual and group interviews
• Greets candidates and other external visitors at the staff entrance and escorts them to appropriate office or conference room
• Responds to applicants’ inquiries, including position status updates, as necessary
• Submits background checks and informs appropriate HR Manager when background checks are completed and cleared
• Prepares offer letters and other recruitment-related correspondence, including emails for the HR Manager to send to non-selected candidates
• May assist with and attend job fairs and career events as necessary, including registering the HR Managers(s) who will be attending
• Researches and recommends new sources for recruitment, including sources and strategies that support the Museum’s diversity efforts
• Assists with reference calls for non-exempt positions as necessary
• Assists HR Managers and Benefits Specialist with I-9 verification and related paperwork, including tracking expiration dates and following the visa record retention guidelines for discarding visa documents
• Assists the Benefits Specialist with onboarding new or transferring employees as necessary
• Assists with H-1B and Green Card visa petition processes, including proofreading documents for accuracy and forwarding documents to immigration attorneys via FedEx when they are finalized
• Helps to create and maintain Public Access Files for the Museum’s visa-holding employees
• Procures and organizes office supplies, ensuring most commonly used items are in stock
• Processes check requests as needed and forwards invoices to departments responsible for incurred charges for proper cost allocation
• Assists with logistics related to the Semi-annual Service Awards Program as well as other employee events or initiatives throughout the year
• Serves as a first point of contact for the Employment team, and listens carefully to employee questions or concerns and refers to the appropriate HR manager
• Provides general administrative support around employee relations. If union related, follows up with appropriate HR manager or Labor Counsel
• Ensures that all HR and applicant credentials are handled with sensitivity and discretion
• Provides coverage in the Human Resources office, and is available to receive drop-in visits in the event that the other three HR Managers are occupied.
• Performs general administrative duties in support of the employment team
• Assists with general departmental projects as necessary

Requirements and Ideal Characteristics

• BA in Human Resources, Business, Communications or a related field
• 2 to 3 years’ administrative experience in an HR environment, preferably in recruitment
• An intentional focus, approach and desire to pursue a career in HR desirable
• Proven ability to perform administrative work in a complex and fast-paced setting
• Proven efficiency in multi-tasking while maintaining accuracy
• Excellent organizational skills with ability to anticipate needs and prioritize accordingly
• Equanimity and ability to work well under pressure
• Excellent relationship management skills with ability to interact with internal and external contacts at all levels
• Must have excellent follow-through with a keen eye for detail
• Ability to handle confidential and sensitive matters with discretion
• Strong communication skills both written and verbal
• Excellent computer literacy, including Microsoft 365 and Google applications
• Self-motivated with a collaborative work style
• Ability to stay focused in the midst of multiple priorities

Salary Range and Schedule

Full-Time Salary.

35 hours per week

$55,000 - $62,000, commensurate with experience

The MFA is an equal opportunity employer. The community and audience we serve is diverse, and we wish to foster that diversity in our workplace. Toward that end, the MFA does not discriminate against individuals in hiring, employment or promotion on the basis of race, religion, color, sex/gender, gender identity and gender expression, age, marital status, national origin, sexual orientation, citizenship, handicap or disability, veteran or military status, political belief, pregnancy, genetic information or any other characteristic protected by law.