HR Administrator (Full-Time)

Portland Art Museum • Portland, OR

394d • Remote

About The Position

The HR Administrator at the Portland Art Museum is a key role focused on providing comprehensive administrative support within the HR Department. This position emphasizes effective communication, organization, and technology skills to enhance departmental operations while promoting equity and a positive workplace culture. The HR Administrator will manage various HR-related tasks, ensuring compliance and efficiency in processes such as onboarding, employee engagement, and benefits administration.

Requirements

• 3-5 years progressive administrative experience in a high volume role.
• HR certificate or previous HR experience is highly preferred.
• High proficiency in Google Suite tools (Gmail, Google Drive/Forms/Sheets/Docs), Adobe, DocuSign, and Canva.
• High proficiency with Microsoft Word, Excel, and PowerPoint.
• Comfort and adeptness with technology, showcasing tech-savviness.

Nice To Haves

• Experience with ADP, Volgistics, Asana, MailChimp, Keldair, and various job platforms.

Responsibilities

• Respond to and guide HR-related queries with kindness and inclusivity.
• Supervise access to Google Drive and forms system, ensuring accuracy and ease of file location.
• Develop and sustain employee surveys, analyzing results using SurveyMonkey and Google Forms.
• Generate and oversee Powerforms within DocuSign for the HR department.
• Create forms and documents using Adobe Acrobat.
• Process personnel change forms with precision and efficiency.
• Draft memos for personnel changes using templates.
• Utilize Asana for project management, overseeing and coordinating tasks.
• Monitor the HR department calendar and schedule tasks within Asana.
• Supervise the phone stipend reimbursement process through DocuSign.
• Code invoices for AP and reconcile credit card statements.
• Distribute office mail accurately and maintain employee files.
• Respond to employment verification requests promptly.
• Manage procurement and upkeep of supplies for the department.
• Conduct photocopy projects and handle departmental mailings efficiently.
• Maintain accuracy in Museum organizational charts.
• Serve as an active member of the Museum's safety committee.
• Manage motor vehicle reports for the Museum van and process new drivers as required.
• Coordinate staff headshots and create a digital staff photo directory.
• Enroll employees in training modules and track compliance.
• Oversee the DocuSign process for employees and volunteers during onboarding.
• Compile onboarding documentation for new hires and volunteers.
• Aid in the background check process for staff and volunteers.
• Verify I-9 documentation and maintain I-9 files.
• Manage access points for new hires, including email setup and ID badge coordination.
• Track and fulfill various checklists for employees and volunteers.
• Plan and organize monthly 'All Staff Meetings' and prepare necessary materials.
• Draft monthly 'HR Updates' communications for all staff using MailChimp.
• Design fliers for staff communication and updates using Canva.
• Manage the 90-day check-in process for new hires via DocuSign.
• Supervise HR and Volunteer email boxes, responding to inquiries promptly.
• Aid in the annual performance review process and track deadlines.
• Contribute to new employee orientations.
• Provide leave packets to employees as guided by HR Director.
• Track monthly leave hours in the master calendar.
• Assist with the administration of annual benefits open enrollment.
• Supervise monthly expressions of gratitude for employee anniversaries.
• Manage uplifting moments for staff and assist with the annual 'spark joy' plan.
• Coordinate events focused on staff engagement and celebration.
• Provide back-up support to the HR People & Culture Partner as needed.

Benefits

• Healthcare package: medical, dental, vision, disability, life insurance, 401K match, and flexible spending accounts.
• Paid time off: 6 paid holidays, 2 floating holidays, vacation, sick, and bereavement leave.
• Transportation benefits: TriMet / C-Tran / parking reimbursement account or bike to work enrollment.
• Museum admission & lectures, programs, and gift shop discounts.
• R.E.A.P (Reciprocal Employee Attraction Pass), providing free general admission to local destinations.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Industry: Museums, Historical Sites, and Similar Institutions
• Education Level: No Education Listed
• Number of Employees: 101-250 employees