Employment Coordinator

Museum of Fine Arts•Boston, MA

13h

About The Position

As a member of the Employment Team, the Employment Coordinator provides administrative and general HR support to three HR managers in recruitment and hiring. The role offers exposure to recruiting, staffing, and employee relations work and is described as a stepping stone for someone pursuing a career as a Human Resources Manager or HR Business Partner. The coordinator also assists with other departmental projects as needed.

Requirements

Bachelor’s degree in Human Resources, Business, Communications, or a related field.
Two to three years of administrative experience in an HR environment, preferably in recruitment.
Proven ability to perform administrative work in a complex, fast-paced setting.
Proven efficiency in multitasking while maintaining accuracy.
Excellent organizational skills and ability to anticipate needs and prioritize accordingly.
Equanimity and ability to work well under pressure.
Excellent relationship-management skills and ability to interact with internal and external contacts at all levels.
Excellent follow-through and a keen eye for detail.
Ability to handle confidential and sensitive matters with discretion.
Strong written and verbal communication skills.
Excellent computer literacy, including Microsoft 365 and Google applications.
Self-motivated, collaborative work style.
Ability to stay focused amid multiple priorities.

Nice To Haves

An intentional focus, approach, and desire to pursue a career in HR.

Responsibilities

Track staffing requisitions for internal and external hires throughout the full recruitment cycle.
Schedule initial meetings between recruiters and hiring managers to discuss recruitment strategy.
Post and advertise openings on the Museum’s ADP Workforce Now job portal and selected external sites, distribution lists, or periodicals.
Assist recruiters with maintaining, reviewing, and sorting applications received through ADP Workforce Now.
Assist the HRIS Manager with basic employment and applicant query reports to track recruitment data and metrics.
Ensure appropriate new hires and other changes are entered and updated on SharePoint.
When the HRIS Manager is absent, train and assist hiring managers with the ADP Workforce Now recruitment module.
As needed, conduct basic phone or virtual applicant screening to determine whether candidates meet minimum position requirements.
Assist recruiters with reviewing, sorting, and evaluating applicant materials.
Develop Google Docs or comparable methods for sharing candidate materials efficiently with hiring managers and others involved in searches.
Schedule virtual and in-person interviews, including group interviews; reserve conference rooms; prepare agendas and interview packets; and make hotel reservations for out-of-state candidates.
Photocopy, file, and compile interview materials and agendas for individual and group interviews.
Greet candidates and other external visitors at the staff entrance and escort them to the appropriate office or conference room.
Respond to applicant inquiries, including position-status updates.
Submit background checks and notify the appropriate HR Manager when checks are completed and cleared.
Prepare offer letters and other recruitment-related correspondence, including emails for HR Managers to send to non-selected candidates.
As needed, assist with and attend job fairs and career events, including registering attending HR Managers.
Research and recommend recruitment sources and strategies, including those supporting the Museum’s diversity efforts.
Assist with reference calls for non-exempt positions as needed.
Assist HR Managers and the Benefits Specialist with I-9 verification and related paperwork, track expiration dates, and follow visa-record-retention guidelines for discarding visa documents.
Assist the Benefits Specialist with onboarding new or transferring employees as needed.
Assist with H-1B and Green Card visa petition processes, including proofreading documents and forwarding finalized documents to immigration attorneys via FedEx.
Help create and maintain Public Access Files for the Museum’s visa-holding employees.
Procure and organize office supplies, ensuring commonly used items are in stock.
Process check requests as needed and forward invoices to responsible departments for proper cost allocation.
Assist with logistics for the Semi-annual Service Awards Program and other employee events or initiatives.
Serve as a first point of contact for the Employment team, listen to employee questions or concerns, and refer them to the appropriate HR Manager.
Provide general administrative support for employee relations; for union-related matters, follow up with the appropriate HR Manager or Labor Counsel.
Handle HR and applicant credentials with sensitivity and discretion.
Provide coverage in the Human Resources office and receive drop-in visits when the other three HR Managers are occupied.
Perform general administrative duties and assist with departmental projects as needed.