Executive Assistant to President and HR Manager [Museum of Northern Arizona]

Department: Office of the President/Administration
Status: Non-Exempt, Regular, Full-Time
Supervisor: President

Position Description: The Executive Assistant to the President acts as an administrative assistant to the President and provides administrative assistance to the Board of Trustees under the President’s oversight. As the Human Resources Manager for MNA, she/he administers all personnel matters assigned to Human Resources and assures compliance with federal and state labor laws.

Major Tasks and Responsibilities:

Executive Assistant to the President: (40% of time)

• Acts as a liaison between both staff and community associates who communicate with the President to assure that reports, correspondence, telephone calls, and other communications are reviewed and then relayed accurately and completely.
• Arranges meetings and schedules facilities as needed by President and notifies attendees and participants of time and place
• Types correspondence and other documents
• Maintains records of contractual agreements with the Museum of Northern Arizona. In some cases, this may involve researching and writing contractual agreements
• Organizes, establishes, and maintains administrative files, including those of  the President, determines their appropriate archival storage, and prioritizes President’s paperwork
• Handles mailings, FAX, photocopying work for the President
• Manages administrative files and determines their appropriate archival storage
• Conducts general administrative support activities such as making travel arrangements, maintaining the President’s calendar, and assembling needed documents for the President
• Attends meetings to take minutes as needed
• Performs Notary Public services
• Acts as the primary point of contact for MNA’s outsourced IT services and other contracted entities as required
• Provides administrative services for the MNA Board of Trustees including: schedules and attends board meetings; records and edits Board meeting minutes; compiles and distributes board meeting agenda packets; manages Board files, documents, charters, and contact lists; assists with scheduling of board committee meetings; maintains files on board committee assignments and documents; coordinates annual membership meeting; and provides new Board members with policies and training

Human Resources Manager: (60% of time)

• Maintains a human resources program for all employees that is consistent with the organizations’ employment policies and programs
• Provides recommendations to senior staff and President concerning hiring, discipline, salary changes, and other personnel management issues
• Manages new employee and intern recruitment including placing advertisements and positing open positions on MNA’s website
• Oversees or is directly involved in MNA’s hiring process including candidate screening, interviews, conducting reference and background checks and provides recommendations to the President only in compliance with EEO, ADA, and other federal equal employment hiring requirements
• Participates in contract development with independent contractors through assurance that all HR requirements can be satisfied
• Interprets and implements Fair Labor Standards Act (FLSA), Family and Medical Leave Act (FMLA), and other federal and state labor-related regulations
• Schedules and coordinates new employee and intern orientation
• Manages personnel documents in accordance with federal regulations
• Manages employee benefits, including health, medical, and life insurance plans
• Oversees workers compensation and unemployment plans
• Acts as a staff consultant for the Board and Board committees when requested on HR issues
• Manages grievances between and among staff and administers/communicates disciplinary action for performance related issues in accordance with MNA policy
• Oversees preparation and communication of personnel policies, including recommendations to the President for changes/additions to policies and approval by the Board of Trustees
• Establishes policies and procedures for retaining interns and work study students in compliance with IRS and federal labor laws
• Manages Research Associate appointments and records
• Serves as MNA’s 504 coordinator

Education and Experience Requirements:

• B.A./B.S. in Business Administration or related area and two years experience in administration OR minimum five years experience in administration and office management
• Minimum two years experience in human resource management including benefits and compensation, labor law, and personnel records management. Course work in Human Resources can be used in lieu of one year’s experience.
• Experience as a Notary Public preferred (or ability to attain a Notary Public certification)
• Experience working with board governance and with non-profit organizations preferred

Abilities, Skills, and Knowledge:

• Proficiency in full Microsoft Office suite, internet, and email. Experience with WordPress and Joomla preferred
• Ability to utilize computers and other technology (e.g., FAX, copiers, digital recording technology)
• Working knowledge of EEO, AA, ADA, FMLA, FLSA, and other federal and state HR laws
• Ability to maintain confidentiality in all professional matters
• Strong time-management and multi-tasking skills
• Attention to detail and strong organizational skills
• Strong oral and written communication skills with staff, trustees, visitors, participants, and others to whom you represent the institution
• Strong work ethic and a professional and positive attitude
• Ability to work alone or as a team member to facilitate project completion
• Physical mobility and manual dexterity: must have ability to bend, lift, climb stairs, walk moderate distances. Ability to stand, sit, and word process for long periods required. Must be able to hear on the telephone or in personal conversations, speak clearly on the phone and in person, have visual acuity, and lift up to 20 pounds.

Working Conditions:

Generally work indoors, Monday through Friday, 8 hours per day, although attendance at meetings or other events may mean working weekends and evening hours on occasion.

Job offer contingent on satisfactorily passing security background check.

Deadline for application materials: Open until filled.
Please submit application materials by 5:00 p.m. on Friday, November 14, 2014. Top candidates will be asked to complete a writing/editing assignment.