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People and Culture Coordinator

4 months ago

Lisle, United States The Morton Arboretum Full time

**Position Summary**:Provide broad administrative support to the People and Culture department. Coordinate processes for all incoming employees and maintain departmental records. Coordinate employee events and recognition to promote positive employee relations and foster employee engagement.

**Essential Functions**:

- Provide general assistance and support to the People and Culture department, which includes meeting logistics and scheduling, data entry, job posting, distributing and collecting documentation, and maintaining office supplies. Track, draft, proofread, and/or process routine outgoing correspondence.
- Maintain personnel and applicant records and departmental document retention. Maintain staff lists, photo directories, and related records, and the People and Culture pages of the Arboretum’s intranet, Rooted.
- Coordinate new employee materials for all new and returning staff, which includes coordinating all necessary pieces prior to first day arrival, such as routing offer letters, coordinating pre-employment testing and screening, collecting documents, and ensuring all new employee post-hire requirements are completed. Process employee IDs.
- Maintain the schedule of the vice president, making appointments and coordinating arrangements for an active calendar of meetings and events. Proactively resolve scheduling conflicts. Prompt and support the vice president in preparation for and in follow-up to engagements and commitments, and manage essential communications with internal and external contacts. Provide support in preparation for quarterly board committee meetings.
- Provide assistance in the coordination and execution of department activities, quarterly orientations, and employee social activities, which promote positive employee relations. Process and distribute monthly employee birthday and related cards.
- Coordinate recognition programs that include service recognition, the Champion of Trees program, and other programs that support a positive work culture.
- Maintain and monitor monthly department expenses. Assist in the compilation of the annual budget by gathering and analyzing data for various accounts. Prepare departmental expense reports.
- Coordinate processes related to employees separating from the Arboretum.
- Demonstrate alignment with the Arboretum’s employee core values to be inclusive, take ownership, work together, keep learning, and make the Arboretum exceptional.
- Other duties as assigned.

**Success Factors**:

- Related experience in a human resources or project coordination capacity
- Highly organized individual who can manage multiple tasks at various stages of execution and with frequent interruptions
- Excellent verbal and written communication skills
- High attention to detail and accuracy
- Ability to adapt to changes with new technologies and evolving trends
- Ability to handle sensitive information in a confidential manner
- Outgoing, friendly, and energetic individual who is able to relate effectively with people of diverse cultural backgrounds, education, ages, and experiences
- Conversational Spanish a plus

**Physical Demands and Work Environment**: The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.
- Physical Demands: Requires some physical activity: limited lifting and carrying (up to 15 lbs.); operating a computer for prolonged periods
- Work Environment: Office environment, Hybrid-eligible position
- Equipment: General office equipment

The Morton Arboretum is dedicated to complying with our obligations as an equal opportunity/affirmative action employer. All applicants are guaranteed equal consideration for employment.