Human Resources Coordinator

Position Title: Human Resources Coordinator
Department: Culture + Equity
Dual Report to: Associate Director of Human Resources and Sr. Director for Culture + Equity
Employment Type: Full Time; Salaried; Non-Exempt; At Will

The job description provides an overview of this newly created position. The role is expected to evolve and grow with time and learning. The department is looking for a candidate that has the flexibility to adapt to the position and needs of the department.

Overview: The Human Resources Coordinator (HRC) provides day to day administration of the Human Resources department, in support of maintaining a productive, high performance and collaborative work culture under the supervision of the Associate Director of Human Resources and Senior Director for Culture + Equity. The Human Resources Coordinator will assist with a variety of department processes to facilitate the successful implementation of initiatives and programs that foster an environment to attract, develop, retain, and engage a creative and adaptable workforce. The role has a specific emphasis on supporting recruiting, benefits administration, payroll changes, compliance data and reporting, and the coordination of staff training and providing metrics.

The Human Resources Coordinator contributes to a culture of collaboration, community, and respect while embodying the principles of ICA’s Quality of Service and centers the work of Diversity, Equity, Accessibility, Inclusion, and Belonging in all areas of their work.

WORKING AT THE ICA:

1. All ICA employees are required to reside in Massachusetts and within commuting distance from our Seaport location as of their first day of work.
2. The ICA offers the flexibility of a hybrid work week, which averages three days a week onsite for employees who are eligible to work remotely (subject to change, and at managers discretion).

Responsibilities

Recruitment & Onboarding:
• Assist with the recruiting and hiring process by working closely with hiring managers to actively post openings externally to engage a strong and diverse applicant pool, assist hiring managers with the selection of candidates, interviewing, scheduling and reference-checking process, and frequent communication with applicants.
• Administer the new hire onboarding including orientations and logistics.
• Provide back up support for CORI check processing when needed.

Benefits Administration, HR Compliance and Reporting:
• Responsible for administration of benefits (including enrollments, changes, terminations, invoice reconciliation) for benefits programs including medical, dental, vision, life and disability insurance, flexible spending accounts, employee assistance program (EAP), and 403(b) retirement plan. Participate in benefit audits and reporting.
• With oversight from the Associate Director of Human Resources process all workers comp claims, FMLA requests, and initiate PFML/STD/LTD claims.
• Answer employee questions on benefits, administer open enrollment of benefits and communications.
• Under direction of Associate Director of Human Resources, complete annual compliance filings and surveys.
• Assist the Associate Director of Human Resources in implementing and carrying out Human Resources programs and projects, such as grant reporting, audit requirements, policies and compliance, and handbook review, as needed.

Employee Relations:
• Administer and track annual performance review process and new hire 90-day review.
• Serve as first line of contact to employees to answer questions on ICA policies, procedures, and benefits. Reinforce the organization’s policies, rules, and procedures to ensure employees’ awareness and wellbeing. Provide an open line of communication for employees via email, phone, slack, Teams, and/or in person; refer complex and/or sensitive matters to the appropriate HR team member.
• Schedule, conduct and analyze exit interviews and make actionable recommendations based on data.
• Maintain compliance with federal, state, and local employment laws and regulations, and recommended best practices; Assists with communicating policies and practices to maintain compliance.

Training + Development:
• Coordinate internship program, to include communicating with prospective and current interns and intern supervisors and facilitating learning opportunities for interns.
• Reviews, tracks, and documents compliance with mandatory and non-mandatory training, continuing education, and work assessments, collaborate with internal staff and managers to obtain accurate information. Trainings may include safety training, anti-harassment training, professional licensure, and certifications.
• Collaborating with the Sr. Director for Culture + Equity, assist with the development of wellness, equity and belonging initiatives to deploy to ICA staff.
• Recommend training topics to Sr. Director for Culture + Equity based on staff feedback to enhance the employee experience, professional development, and ICA culture. Assist with arranging and hosting training and workshops onsite and virtually.
• Oversee logistics of staff Cohorts, agendas, materials and metrics

Requirements

Education and Experience:
• Human Resources certificate or degree desirable and/or two or more years of relevant human resources experience; working knowledge and understanding of Human Resources principles, best practices and procedures, and federal, state and local employment laws.

Required Skills and qualifications:
• Service orientated, collaborative, creative and enjoys engaging with others.
• Excellent interpersonal skills that build trust and instill confidence with employees across the organization.
• Strong and effective communication skills, with the ability to clearly and concisely express ideas both verbally and in writing.
• Proactive, entrepreneurial, can operate resourcefully in a fast paced, dynamic environment.
• Highly organized and diligent, attention to detail and follow through. Excels at prioritizing tasks under shifting demands with ability to meet deadlines.
• Ability to work effectively, both independently and collaboratively as a team.
• Ability to handle sensitive and confidential information with a high degree of professionalism and discretion.
• Commitment to working with a diverse constituent base including staff, Boards, artists, and volunteers.
• Must be proficient in Microsoft Office Suite, with strong PowerPoint and Excel skills.
• Ability to occasionally work outside of Museum’s business administrative hours, when necessary.

Preferred qualifications:
• Knowledge of benefits programs.
• HRIS and/or payroll processing experience.
• Recruiting and interviewing experience; familiarity with talent recruiting platforms.
• Prior experience analyzing and organizing data desirable.
• Ability to conduct training programs and make group presentations.

Physical Requirements:
• Possess mobility to work in an office setting and use office equipment; move about throughout the museum, occasional travel offsite to different ICA locations
• Ability to see, listen and talk for extended periods in person, over the telephone and computer, and understand printed materials
• Prolonged periods of remaining stationary working on a computer, standing and/or moving about the office and museum.
• Ability to lift up to 15 pounds, pushing and pulling, keyboarding and gripping
• Must be able to exchange accurate information with staff, departments, and vendors.

This is not necessarily an all-inclusive list of job-related responsibilities, duties, skills, efforts, requirements or working conditions. While the above is intended to be an accurate reflection of the current job, management reserves the right to revise the job or to require that other or different tasks be performed as assigned.