Human Resources & Administration Coordinator

The Human Resources & Administration Coordinator is responsible for performing the Da Vinci Science Center’s human resource functions including the recruiting and onboarding processes, assisting with payroll activities, benefit administration, facilitating the employee engagement process, employee training, and maintaining the Center’s personnel records.  They will provide administrative support to the Executive Director/CEO and the board of trustees, to coordinate logistics of board and committee meetings.

SPECIFIC JOB RESPONSIBILITIES

Human Resources role:

·        Assist with the recruiting/hiring process, coordinate new hire clearances and conduct new hire orientation sessions.

·        Maintain and update applicant tracking system and post job opportunities on relevant job boards.

·        Assist with payroll activities as needed including timecard collection, data entry, and report generation.

·        Organize and maintain the Center’s confidential personnel files, both hard copy and digital.

·        Maintain employee training database, generate compliance reports, record completions, and provide notifications of outstanding coursework.

·        Maintain DSC uniform inventory, employee name badges, and business card requests.

·        Upload payroll and benefit information to third party secure website.

·        Assist with other duties, projects, and committees as assigned.

CEO and Board Administrative role:

·        Provide administrative support to the Executive Director/CEO

·        Provide overall administrative support for the Board of Trustees.

·        Provide support for board and committee meetings:  coordinates meeting schedules with attendees, sends out meeting notifications, schedules room(s), arranges refreshments, prepares meeting materials, and circulates minutes as appropriate.

·        Establish and keep up to date a board portal to communicate with trustees and manage board and committee meetings. 

·        Maintain corporate records, including all board and committee meetings in online files.  Maintain digital copy of board and committee meeting minutes.

·        Routinely update master board list, contact information, and terms of office; Inform Marketing \ and Philanthropy Departments of trustee and officer changes.

·        Maintain records on trustee performance and email individual reports to trustees annually.

·        Assist with planning internal and external meetings with board leadership, Allentown School District, and those involving multiple parties, including scheduling, notification to participants, preparation of meeting materials as needed, and room and online scheduling.

Science Center Team Member role:

·        Support the Science Center’s mission and values statement, support the mission to bring science to life and lives to science, and display a consistent commitment to fostering a respectful and inclusive workplace by treating all colleagues, clients, and stakeholders with dignity, actively listening to diverse perspectives, and contributing to a culture of fairness, empathy, and collaboration.

·        Other duties as assigned.

POSITION REQUIREMENTS

·        High school degree or GED.

·        Minimum of two years’ experience in a similar role or equivalent experience.

·        Proficiency in MS Office (Word, Excel, Power Point and Outlook) required.

·        Ability to thrive in a fast-paced environment and work with limited supervision.

·        Ability to safeguard confidentiality of sensitive information.

·        Successful completion of a criminal background check including checks through Pennsylvania State Police, Pennsylvania Child Abuse Registry and FBI fingerprinting national background check.

ADDITIONAL DESIRED SKILLS & EXPERIENCE

·        Effective verbal and written communications skills;

·        Detail-oriented and organized

·        Ability to be creative and flexible in responding to changing priorities and emerging needs

·        Ability to manage time effectively, prioritize and meet deadlines, and to manage several activities simultaneously

·        Ability to work independently with limited supervision

·        Ability to manage time effectively, prioritize and meet deadlines, and to manage several activities simultaneously