HR Administrator (Full-Time)

at  Portland Art Museum

JOB DESCRIPTION

The Portland Art Museum (referred to as Museum) and PAM CUT // Center for an Untold Tomorrow invites applications for the position of HR Administrator. The HR Administrator is an adept communicator proficient in handling diverse and complex administrative tasks within the HR Department. This position requires a highly organized individual with strong technology skills, contributing to the department’s efficient operation while actively promoting greater equity and fostering a positive workplace culture. The role aligns with the Museum’s values of connection and a people-centered approach.

REQUIRED KNOWLEDGE & SKILLS

If you have any questions along the way including wanting to talk about a non traditional career background, please reach out to HR.

• Proficiency and familiarity with administrative tasks and/or HR department functions.
• Highly organized with meticulous attention to detail, experienced in prioritizing work plans and activities to handle high-volume workflows.
• Exceptional interpersonal skills, with the ability to work collaboratively within a team while independently and proactively managing tasks.
• Adept at adapting to rapidly shifting priorities and strategies.
• Capable of handling sensitive and confidential situations and documentation with care.
• Strong verbal and written communication skills, demonstrating comfort in communicating with staff at all levels and emphasizing inclusion.
• A committed continuous learner who leverages technology to implement positive changes and enhance efficiencies.

EDUCATION, FORMAL & INFORMAL EXPERIENCE, TRAINING REQUIRED, CERTIFICATION, ETC.

• 3-5 years progressive administrative experience in a high volume role.
• HR certificate or previous HR experience is highly preferred.
• High proficiency level in the use of 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. Familiarity with multiple platforms in the HR department, including ADP, Volgistics, Asana, MailChimp, Keldair, and various job platforms.

ESSENTIAL DUTIES & RESPONSIBILITIES

Administrative & Projects

• Offers people-centric support by responding to and guiding HR-related queries with kindness and inclusivity.
• Supervise access to an intricate Google Drive and forms system, ensuring accuracy and effortless file location.
• Develops and sustains a variety of employee surveys, distributing and analyzing results adeptly using tools such as SurveyMonkey and Google Forms.
• Generates, creates and oversees Powerforms within DocuSign for the HR department.
• Generates and creates forms and documents using Adobe Acrobat.
• Handles the processing of personnel change forms with precision and efficiency.
• Drafts memos using templates for personnel changes.
• Utilizes Asana for project management, overseeing and coordinating tasks to uphold departmental organization and efficiency.
• Monthly monitoring of the HR department calendar, collaborating with the HR Director, and scheduling tasks within Asana to ensure seamless operations.
• Supervises the phone stipend reimbursement process for staff through DocuSign, ensuring accuracy and compliance.
• Codes invoices for AP and meticulously reconciles credit card statements.
• Receives and accurately distributes office mail with attention to detail.
• Maintains compliance with applicable legal requirements while handling department filing and organizing employee files.
• Responds promptly and accurately to employment verification requests.
• Manages the procurement and upkeep of supplies for the department.
• Conducts photocopy projects and efficiently handles departmental mailings.
• Ensures accuracy and relevance in maintaining Museum organizational charts.
• Serves as an active member of the Museum’s safety committee.
• Manages the motor vehicle reports for the Museum van, ensuring an up-to-date list of drivers for insurance purposes, and processes new drivers as required following FFCRA guidelines.
• Coordinates staff headshots and supervises the creation of a digital staff photo directory.
• Enrolls employees in training modules, both offsite and in the Navex, and diligently tracks compliance.

Onboarding

• Oversees the DocuSign process for employees and volunteers. Super user that can create and manage powerforms.
• Compiles onboarding documentation for new hires and volunteers, generating digital and/or physical files.
• Aids in the background check process for staff and volunteers.
• Ensures the verification of I-9 documentation and upkeep of I-9 files.
• Manages access points for new hires, including email setup with IT, ID badge coordination with Protection Services, and integration with ADP for Payroll.
• Keeps track of, monitors, and fulfills various checklists for both employees and volunteers.

Communications

• Plans and organizes monthly ‘All Staff Meetings,’ preparing PowerPoint or Google slides, and coordinating onsite catering, access needs and room setup.
• Drafts monthly ‘HR Updates’ communications for all-staff using MailChimp.
• Designs fliers to enhance staff communication and updates both onsite and virtual bulletin boards, demonstrating proficiency in the Canva platform.
• Manages the 90-day check-in process for new hires via DocuSign.
• Supervises HR and Volunteer email boxes, responding to inquiries promptly.
• Aids in the annual performance review process. Tracking and communication of deadlines and follow-up.
• Contributes to new employee orientations.

Benefits

• Provides leave packets to employees as guided by the HR Director and/or Payroll & Benefits Administrator.
• Tracks monthly leave hours in master calendar.
• Assists with admin of annual benefits open enrollment.

Engagement

• Supervises monthly expressions of gratitude for employee anniversaries.
• Manages uplifting moments, including flowers and gift cards, for staff, and provides assistance with the annual “spark joy” plan.
• Coordinates events focused on staff engagement and celebration.

SECONDARY OR ADDITIONAL RESPONSIBILITIES

• Provides back-up support to the HR People & Culture Partner, as needed. Posts jobs advertisements in recruiting software (Keldair) and job boards. Schedules interviews and sends out interview itineraries, conducts reference checks.
• Serves as member of the Museum’s safety committee.
• Performs other related duties as assigned.

INSTITUTIONAL RESPONSIBILITIES

• Support the Museum’s mission, vision and core values of creativity, connection, equity, learning, accessibility and accountability.
• Contribute to and support the PAM strategic plan, annual priorities, and institutional initiatives such as diversity, equity, inclusion and access.
• Contribute to a positive organizational culture based on mutual respect, a spirit of collegiality, cooperation, and openness to many perspectives.
• Participate in a culture of ongoing learning, collaboration, innovation, creativity, and community engagement.
• Promote equity and inclusion goals and have a “people first” mindset.