Employment Coordinator

Museum of Fine Arts•Boston, MA

1d•$55,000 - $62,000

About The Position

The Employment Coordinator is a member of the Employment Team and provides administrative and general HR support to three HR managers, primarily in recruitment and hiring. The position offers exposure to recruiting, staffing, and employee relations, and is described as an opportunity for someone pursuing a career in Human Resources. The Coordinator also assists with other departmental projects as needed. The role supports the full recruitment cycle for internal and external hires, including requisition tracking, job postings, application handling, interview coordination, candidate communications, background checks, and offer-related correspondence. It also provides HRIS and hiring-manager support, onboarding and employment documentation assistance, visa-process support, employee-relations administration, office and event logistics, and general administrative coverage for the Human Resources office. The position is full-time, scheduled for 35 hours per week, with a salary range of $55,000–$62,000 commensurate with experience.

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 ability to multitask efficiently while maintaining accuracy.
Excellent organizational skills and the 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 with a 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 the ADP Workforce Now job portal.
Assist the HRIS Manager with basic employment and applicant query reports to track recruitment data and metrics, and ensure appropriate new hires and other changes are entered and updated on SharePoint.
In the HRIS Manager’s absence, train and assist hiring managers in navigating the ADP Workforce Now recruitment module.
Perform basic phone or virtual screening of applicants as needed to determine whether they meet minimum position requirements.
Assist recruiters with reviewing, sorting, and evaluating applicants’ materials.
Develop Google Docs or comparable methods for sharing candidates’ materials 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 or 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 applicants’ inquiries, including providing position-status updates, as necessary.
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.
Assist with and attend job fairs and career events as needed, including registering attending HR Managers.
Research and recommend recruitment sources, including sources and strategies that support the Museum’s diversity efforts.
Assist with reference calls for non-exempt positions as necessary.
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 necessary.
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 and ensure commonly used items are in stock.
Process check requests as needed and forward invoices to the departments responsible for incurred charges for 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 and, 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 in support of the Employment team.
Assist with general departmental projects as necessary.