Human Resources Coordinator

OVERVIEW:

The HR Coordinator is responsible for the HR office operations for The Children’s Museum of Indianapolis. The coordinator oversees several key HR workflows to ensure efficiency, effectiveness, compliance, and productivity. The incumbent facilitates timely responses to routine staff requests and inquiries including those that come in via the HRHelp@ shared email. They provide administrative support to the HR team as well as assistance with personnel policies and procedures, record keeping, onboarding new staff and volunteers, running reports, coordinating the museum’s wellness and recognition programs, ordering and distributing uniforms, ordering supplies, responding to general benefits questions, assisting staff during benefits enrollment. They act as a primary point of contact and SME for the UKG HR system and enter, update, and maintain accurate employee records. The incumbent serves as the administrative coordinator for the HR & Organizational Development (HR&OD) division inclusive of the professional development, volunteer services, intern program, and human resources teams.

The Children’s Museum is building and sustaining an inclusive culture that encourages, supports, and celebrates differences. We believe that collaboration and open dialogue among people with diverse backgrounds, experiences, and perspectives best support our vision and mission.

REPORTS TO:  Human Resources Director

ESSENTIAL RESPONSIBILITIES:

1. Serves as an initial contact for the HR department including walk-in and routine questions and requests that come in via the HRHelp@ shared email. Maintains proficiency and knowledge of the museum’s HR policies, procedures, and benefits, and aids staff and volunteers by answering general questions, referring specific needs and problems to department colleagues.

2. Acts as a subject matter expert and point person to maintain the data entry and database administration for the HR portions of the HRIS platform. In concert with HR and Finance colleagues, maintains system data accuracy and record keeping. Produces monthly and ad hoc reports for HROD or management. Maintains a sound knowledge of system capabilities and assists in running reports, conducting basic analysis, troubleshooting and correcting issues or discrepancies. Regularly audits data for accuracy, consistency, and legal compliance.

3. Maintains an update-to-date understanding of the museum’s organizational structure, job analysis and evaluation processes, systems, and compensation programs including benefits and related policies. Maintains up-to-date accurate electronic and hard copy HR files and job descriptions.

4. In partnership with the Director of HR executes, measures, and manages a strong and cohesive wellness program incorporating the EAP, health services and offerings, educational content, and promoting general health and well-being.

5. Facilitates the coordination of Day One Processing for new staff and volunteers, including but not limited to compiling necessary paperwork, greeting new staff, conducting facility orientation tours, assisting new hires with benefits overview and benefits enrollment, communicating schedules with supervisors and new hires, badge, security access and key assignment and distribution, updating candidate records.

6. Proactively leads the staff, volunteer, and intern recognition program in concert with division colleagues. Establishes recognition project teams, plans, annual goals, and monitors annual activities, expenses, ROI, and participant feedback.

7. In concert with the Director of HR, administers the museum uniform program and associated processes, including but not limited to maintaining current uniform inventory and tracking distribution and expenses. Works closely with colleagues across the organization to expedite ordering, tracking, expense projection and controls, distribution, maintenance, reporting, and communication.

8. Coordinates and proactively communicates the UKG planning and administration of annual goal planning and quarterly reviews, in concert with and at the direction of the Director of HR.

9. Ensures that pre-employment requirements and processes are consistently adhered to in the hiring process including Limited Criminal History (LCH) clearances, offer acceptances, internal communication, data entry, proper notifications, and paperwork. Acts as a primary contact for employment verifications.

10. Serves as a member of the museum’s administrative coordinator team representing the HROD division. Performs the necessary centralized division functions and duties of an admin including filing, advancing interdepartmental collaboration, communicating general museum procedures, disseminating information about departmental activities, acquiring and sharing institutional information, policies, and procedures reconciliating museum credit cards, orientation for new or transferred staff members, and serves as a safety warden.

REQUIREMENTS:

1. Three (3) years administrative support or office management experience, preferably in Human Resources.

2. An individual who is proficient in record keeping, compliance, database management and system administration. Working experience with UKG, preferred.

3. Must be customer service oriented, able to work in an environment of continual interruptions, and in a cooperative team atmosphere. Must be able to respond to staff within a timely manner and follow up to requests and inquiries. A track record of efficiency and reliability.

4. Demonstrated written and verbal communication skills with museum staff.

5. Must be able to clearly communicate complex policies and procedures in a simple manner.

6. Must place a high value on diversity and inclusivity and a strong belief in the benefits of both. Requires prior exposure to working in a fast-paced and diverse environment.

7. A high level of attention to detail, organizational skills, and the ability to determine and set priorities.

8. Ability to learn and understand policies, procedures and benefits in order to assist and respond to questions.

9. The ability to operate in a mature way in a diverse and highly confidential environment; act and react in a consistent manner and with a high degree of tact and diplomacy.

10. Must possess the analytical skills to assess procedural or system needs and make recommendations on solutions.

11. Flexibility in job duties as well as, occasionally, in work schedule.

ADA REQUIREMENTS:

1. Must be able to perform extensive work in indoor environments, to read documents, job descriptions, data reports, drawings, research and to view computer monitor.

2. Must be able to communicate in planning and implementation situations; must have ability to express presentations of ideas. Team and group dialogue required for communication of plans and concepts.

3. Must be able to effectively communicate during face-to-face and group work, for telephone work, for group conversations for planning work.

4. Must lift objects and up to 30 pounds of weight. Agility and dexterity required for extensive navigation of the museum facility.

5. Required ability to visit and work at the museum and other key locations. Required ability to negotiate local travel, via conventional transportation.