Department: People & Culture 
Title: People & Culture Administrator 
Status: Non-Exempt, Full-time 
Work Schedule: Generally comprises six to ten 8-hour days in a two-week period.  
Travel: 0 – 10%

Job Summary:
Responsible for assisting with people & culture related duties on a professional level. 

Key Job Elements:

• Maintains the integrity and confidentiality of people & culture files and records, both physically and electronically. 
• Schedules interviews for Museum Assistants and other front line positions. 
• Follows up on interviews, tracks applicants progress through the pre-employment process, ensuring hiring managers are communicating effectively. 
• Schedules new hire onboarding meeting with the new hire, hiring manager, P&C, and IT. 
• Communicates new hires and terminations to IT and the Administrative Services Coordinator.  
• Perform periodic audits of people files and records to ensure that all required documents are collected and filed appropriately. 
• Receives and files monthly safety toolbox talks and quarterly DEAI toolbox talks; follows up with managers if not received.
• Posts open positions on Hillwood’s career page; edits the page to ensure ease of use and up-to-date information. 
• Routinely assists with answering employee questions, recording timesheet errors, and distributing checks.
• Assists with recruitment events. 
• Coordinates new hire welcome meeting with the Executive Director and Director of People & Culture. 
• Sends new hire and exit surveys; prepares reports based on the data.
• Enters background check requests for staff and volunteers.
• Manages annual staff events; staff appreciation breakfast, service awards, summer picnic, and year-end celebration. 
• Shares birthdays and work anniversaries on a monthly basis
• Coordinates the annual flu shot clinic. 
• Ensures labor law posters are up to date in physical and online locations. 
• Distributes and monitors employee performance evaluations and ensures they are completed in a timely manner, 
• Tracks completion of annual compliance training. 
• Perform other duties as assigned.  

Organizational Relationships

• Reports to the Director of People & Culture, works closely with the Head of Payroll & Benefits 
• Interacts with various levels of staff and volunteers. 

    
Requirements:
Knowledge 

• 2+ years of experience working in an office setting and assisting employees in routine administrative tasks

Skills

• Polished writing and speaking ability and strong interpersonal skills.  
• Demonstrated follow-up, problem solving and creative thinking skills.
• Demonstrated time management skills and detail-orientation. 
• Access and employ job related computer software (i.e. Microsoft Office, Office 365)) at an effective proficiency level.

Abilities

• High level of discretion with confidential material
• Values diversity of thought, background and perspectives.
• Goal driven strategic thinker.  
• Works independently with limited supervision. 
• Adept at correspondence and other required materials in support of department activities.
• Well organized with a strong detail orientation and penchant for action.
• Customer service orientation and mindset.
• Embrace new ideas, concepts.
• Open to collaboration.  

Work Environment and Physical Conditions:
The physical requirements and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of the job or may be encountered while performing the essential functions of this job. Reasonable accommodations may be made to enable qualified individuals with a disability to perform the essential functions to the extent the Company may do so without undue hardship. The term “qualified individual with a disability” means an individual who with or without reasonable accommodation can perform the essential functions of the position.    

While performing the duties of this job, the employee is frequently required to follow and give oral and written instructions; stand, walk, and/or sit for extended periods of time with limited breaks; use hands to finger, handle or feel, reach with hands and arm, and reach above shoulder height. The employee is regularly required to climb or balance, squat, kneel, and crouch. The employee is occasionally required to detect smells and lift, drag and/or move up to 50 pounds unassisted. The employee is required to visually or otherwise identify, observe and assess. Special vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus. Employee is required to move about their work area, between buildings and the campus grounds, ascend and descend stairs and steep terrain. While performing the duties of this job the employee is subject outdoor weather conditions and temperatures which at times can be extreme. The noise level in the work environment is usually moderate and general does not require the use of hearing protection equipment.     

Notice:
The preceding job description indicates the general nature and essential duties and responsibilities of work performed by employees within this classification. It may not contain a comprehensive inventory of all duties, responsibilities, and qualifications required of employees to do this job. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time nor does it proscribe or restrict the tasks that may be assigned. This job description is subject to change at any time.