People Services Coordinator
Job Details
Crystal Bridges - Bentonville, AR

Position Summary:

The People Services Coordinator position is responsible for performing a wide range of administrative and technical tasks to include support in some or all the following functional areas: payroll, employee relations, training and development, recruitment, employment, general administrative support, and others as assigned. Responsible for creating, providing, and maintaining superior customer service by constantly modeling the Museums behavioral attributes of welcoming, invigorating and excellence.

Principle Responsibilities (Essential Functions)

  • Administrative Support

    • Support the Chief People Officer and People Services team on informational, administrative, and organizational matters, including conducting research and compiling information.

    • Act as liaison between supervisor and staff; coordinate special projects as assigned.

    • Develop, organize, monitor, and maintain digital and physical filing system.

    • Assist with scheduling meetings and space reservations as needed updating EMS as required.

    • Manage calendar systems including appointments and timely confirmations and notifications.

    • Assist with coordination of travel plans including transportation and accommodations.

    • Maintain and disseminate employee phone lists.

    • Draft monthly board bullets for review.

    • Manage People Services email account(s).

    • Manage People Services calendar.

    • Maintain and update various communications from People Services via e-mail, employee newsletter and other internal digital communication resources, such as the intranet.

    • Serve on Museum committees as requested.

  • Payroll

    • Process invoices for payment.

    • Complete departmental expense reports each month

    • Respond to general payroll and PTO related inquiries and resolve discrepancies as they arise or direct questions to responsible parties.

    • Assist employee walk ins.

    • Assist with annual budget process.

    • Complete administrative tasks including, filing, and other duties as assigned.

  • Employee Relations and Training

    • Assist with all internal and external HR related inquiries or requests.

    • Support employee engagement by completing tasks assigned for employee focused social events such an annual celebration and annual picnic, etc.

    • Schedule rooms for monthly meetings. Prepare and send Outlook invites and reminders to staff.

    • Produce and submit reports on general HR activity.

    • Organize, maintain, and update employee HRIS information as needed.

    • Prepare materials to help organize employee reviews.

    • Provide administrative and clerical assistance as assigned.

    • Monitor responses and notify Training and Development Specialist of participation status.

    • Ensure rooms and trainings are set up in accordance with plan, (computer, screen, materials, etc.)

    • Maintain training records in Learning Management System.

    • Abide by company-enforced HR processes and current employment laws and regulations.

  • Recruitment and employment

    • Assist hiring managers in understanding and complying with staff recruitment, selection, and orientation standards.

    • Post open positions on website.

    • Process recruitment postings on websites, etc. as instructed.

    • Process recruitment and relocation reimbursements.

    • Respond to applicants regarding the status of their application.

    • Schedule interviews, meetings, and HR events.

    • Send out offer letters and other offer communications.

    • Coordinate pre-employment screenings including drug/ background/consumer credit screens and reference checks.

    • Prepare all new hire paperwork, handbooks, and orientation materials, request access badges, order nametags, business cards, etc.

    • Assist with onboarding new hires, including paperwork, Paycom, employee photos, etc.

    • Maintain all appropriate paper forms and files ensuring accuracy of all information.

    • Notify appropriate departments and personnel in a timely manner upon termination of staff.

    • Maintain and update requisition requests.

    • Perform other related duties as required and assigned.

Minimum Qualifications

Education, Training, and Traits:

  • Associate degree. Bachelors degree in human resources or related preferred.

  • Possess a strong commitment to customer service and organizational mission.

  • Highest ethics as they relate to all aspects of business.

In regard to education and experience, an equivalent combination of relevant education and/or experience will satisfy the minimum requirements.

Work Experience:

  • Minimum of two years administrative experience.

  • Minimum of two years of Human Resources office experience.

  • HRIS experience preferred.

  • Paycom or Workday experience a plus.

Skills and Abilities:

  • Exceptional customer service skills.

  • Excellent verbal and written communication skills.

  • Excellent organizational skills.

  • Proficient in the use of Microsoft Office software including Excel, Word, Outlook, and PowerPoint.

  • Attention to accuracy and detail.

  • Ability to understand and maintain the highest levels of confidentiality and integrity.

  • Ability to adapt to changes in the work environment, manage competing priorities and deal with frequent change, delays, or unexpected events.

  • Creativity and problem solver.

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 position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Physical demands: In the work environments described below, Position requires utilizing a computer and telephone for prolonged periods of time, good eye/hand coordination, verbal and written conversation with others, lifting/carrying (up to 20 lbs). Vision abilities required by the job include close vision.

  • Work Environment: Work will be performed in an office environment and in museum spaces. The noise level in the work environment is usually low to moderate.

About Crystal Bridges

The mission of Crystal Bridges Museum of American Art is to welcome all to celebrate the American spirit in a setting that unites the power of art with the beauty of nature. We explore the unfolding story of America by actively collecting, exhibiting, interpreting, and preserving outstanding American art. Crystal Bridges was founded in 2005 as a non-profit charitable organization by arts patron and chair of the museums board of directors, Alice Walton. Since opening to the public on 11-11-11, the museum has welcomed more than 5 million visitors and garnered 15,000 membership households. Some 280,000 school children have participated in the Willard and Pat Walker School Visit program, which provides educational experiences for school groups at no cost.

Crystal Bridges takes its name from a nearby natural spring and the bridge construction incorporated in the building, designed by world-renowned architect Moshe Safdie. A series of pavilions nestled around two spring-fed ponds house the galleries and amenities such as a restaurant, museum store designed by architect Marlon Blackwell, and a library featuring more than 50,000 volumes of art reference material. In addition to the museums architecture, a Usonian house designed by Frank Lloyd Wright was preserved, acquired, and moved to the museum grounds in 2015, and a rare Buckminster Fullers Flys Eye Dome was installed in 2017, both providing access to American architectural masterworks in a natural setting.

Sculpture and walking trails link the museum's 120-acre park to downtown Bentonville, Arkansas. A new entrance, elevator tower, and pedestrian bridge was added to the north side of the building in 2017, increasing access to the museums north lawn and newly enhanced North Forest Trail. More than 600,000 visitors a year utilize the museums five miles of walking trails.

Crystal Bridges permanent collection spans five centuries of American artworks from early American to the present, and is always free to view. Crystal Bridges is committed to telling broad and inclusive stories by acquiring and showcasing the highest quality works by artists underrepresented in art history and conventional museum frameworks. Works such as Asher B. Durands Kindred Spirits, Gilbert Stuarts George Washington, and Georgia OKeeffes Jimson Weed are displayed alongside contemporary artists such as Kerry James Marshall, Maya Lin, Fritz Scholder, Jaune Quick-To-See-Smith, Felix Gonzales-Torres, and Amy Sherald represent some of the finest achievements in American art. The collection continues to grow, while the museum also offers temporary exhibitions that complement the collection and can also reveal arts connections to equality and justice.

Crystal Bridges provides year-round programming for all ages. In 2019, more than 800 public programs and events were offered, including lectures, performances, classes, and continuing education for K-12 teachers. Crystal Bridges stays connected online with the full collection available via eMuseum, an award-winning app, a podcast called Museum Way, all available for free, and many of the museums lectures such as the Distinguished Speaker Series are on Crystal Bridges YouTube channel. An online-learning initiative provides opportunities for students and teachers with arts-based courses, as well as SmartHistory with arts history videos and essays. Crystal Bridges also offers two research fellowship programs. The Tyson Scholars in American Art program encourages and supports full-time scholarship that seeks to expand boundaries and traditional categories of investigation into American art and visual culture. The Reese Teacher Fellowship provides for research into the development of interdisciplinary connections between American art and core curriculum subjects of language arts, history, social studies, and the sciences. In addition, Crystal Bridges administers the awarding of the Don Tyson Prize, an unprecedented award recognizing significant achievements in the field of American art. Additional information about Crystal Bridges is available online at CrystalBridges.org.

About the Momentary

The Momentary is a new contemporary art space that opened to the public on February 22, 2020, in downtown Bentonville, Arkansas. A satellite to Crystal Bridges, the Momentary presents visual, performing, and culinary arts. The mission of the Momentary is to champion contemporary arts role in everyday life and explore the unfolding story of contemporary American arts in an international context by actively commissioning and exhibiting outstanding works that explore new ideas and inspire action. The Momentary was founded by the Walton family, based on the vision of Tom, Olivia, and Steuart Walton. The Walton Family Foundation is supporting this project as a way to enhance the quality of life in Northwest Arkansas. The Momentary welcomes all with free general admission. Additional offerings include an artist-in-residence program, culinary experiences including an Onyx Coffee Lab, indoor and outdoor gathering spaces, an outdoor festival space, and a gift store. For more information, visit theMomentary.org. The Momentary is located at 507 SE E Street, Bentonville, Arkansas 72712.

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