Frost Science Volunteer

Job Title: People & Culture Coordinator
Department: Administration
Reports To: Vice President, People & Culture

Role & Level / Grade: P2/4

SUMMARY:

The People & Culture Coordinator supports the Museums human resources programs with an emphasis on recruitment, onboarding, records management, training, employee engagement initiatives and events, and internal communications. This role serves as a key liaison between the People & Culture Department, hiring managers, candidates, volunteers, and employees, fostering a positive and inclusive work environment.

KEY RESPONSIBILITIES

• Manages recruitment administration for Museum positions in partnership with hiring managers, including confirming position approvals, selecting appropriate recruitment sources, advertising openings, screening candidates against position requirements, and maintaining accurate information in the Museums applicant tracking system (ATS). Prepares and extends offers for non-exempt positions.
• Coordinates required pre-employment screenings, including background checks, drug screenings, and position-specific credit checks.
• Administers DCF Level 2 background screenings and fingerprinting for applicable employees and volunteers.
• Partners with the IT Department to arrange appropriate system access and equipment for new hires and with the Security Department to ensure access badges are prepared and available for new employees and volunteers.
• Processes Form I-9 documentation for new hires in accordance with applicable requirements.
• Supports recruitment efforts through job boards, community partnerships, and local organizations.
• Independently manages the onboarding process for all new employees, establishes onboarding timelines, confirms completion of required documentation and clearances, resolves routine onboarding issues, and coordinates with hiring managers and other departments to ensure employees are prepared for their first day.
• Administers employee parking and public transit arrangements, including enrollments, changes, and coordination with applicable vendors.
• Facilitates the onboarding of all Museum volunteers in partnership with the designated volunteer coordinator within each department, ensuring all required documentation and clearances are completed before service begins.
• Maintains current workplace notices, People & Culture forms, and employee communications on staff bulletin boards and the Museums online community page.
• Manages the inventory and distribution of employee uniforms, name badges, and People & Culture supplies, including monitoring stock levels and coordinating timely orders and replenishment.
• Schedules and organizes Museum-provided CPR certification courses and other required training.
• Creates and distributes the monthly People & Culture newsletter and develops posters and other materials to communicate internal events, programs, and departmental updates.
• Organizes training sessions, meetings, employee engagement activities, and special events, including room preparation, materials, catering orders, and vendor arrangements.
• Creates, maintains, and audits electronic personnel files and other People & Culture records to ensure documents are complete, accurate, confidential, and filed appropriately.
• Supports employee offboarding and separation documentation.
• Leads employee recognition programs such as Employee of the Month.
• Provides administrative and operational support to the People & Culture Department and proactively anticipates department needs.
• Performs other duties as assigned.

QUALIFICATIONS

• Bachelors degree in human resources, business administration, or a related field preferred. A minimum of two years of relevant experience is required. An equivalent combination of education and experience may be considered.
• Demonstrated ability to handle confidential and sensitive information with discretion.
• Strong Microsoft Office skills required, with proficiency in Excel.
• Enthusiastic and forward-thinking, with a strong work ethic, initiative, and the ability to manage multiple priorities.
• Strong written and verbal communication skills, with a high level of attention to detail.
• Strong interpersonal skills and the ability to work collaboratively as part of a team.
• Demonstrated commitment to fostering a positive, respectful, and inclusive workplace.
• Experience with applicant tracking systems, human resources information systems, or other HR technology preferred.

PHYSICAL REQUIREMENTS & WORK ENVIRONMENT

The physical requirements described below are representative of those that must be met to perform the essential functions of this position. Reasonable accommodations may be provided to qualified individuals with disabilities to enable them to perform the essential functions of the position.

While performing the duties of this job, the employee is frequently required to sit, talk, and hear. The employee is occasionally required to walk; use hands and fingers to feel, handle, or operate objects, tools, or controls; and reach with hands and arms. The employee must occasionally lift and/or move up to 30 pounds on select occasions. Specific vision abilities required by this job include close vision and the ability to adjust focus.

The work environment characteristics described are representative of those an employee encounters while performing the essential functions of this position. Work time will primarily be in an open office setting. Occasional evening and weekend work may be required to support Museum programs, training sessions, and employee events.

CLEARANCE REQUIREMENTS

• Background clearance
• Drug screening as part of the Drug-Free Workplace Program.