Job Description

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TITLE: Business and Human Resource Administrative Assistant

DEPARTMENT: Human Resources

REPORTS TO: Human Resources Manager

GENERAL SUMMARY: The Business and Human Resource Administrative Assistant will be responsible for greeting and directing all visitors to the CSL, answering incoming calls, directing calls to appropriate staff members, and assisting Human Resources and other staff members as needed.

PRINCIPAL DUTIES AND RESPONSIBILITIES

• Greet and direct visitors to the CSL in a professional, friendly and hospitable manner. Present the Conservatory in a positive and courteous tone to all visitors.

• Answer telephones quickly and courteously, using a professional tone, and direct callers to the appropriate department and staff member. Will transfer a caller to a staff member's voice mailbox when the staff member is unavailable or take an accurate message. Listen carefully to callers and provide directions and information concerning shows, events, etc.

• Ensure that reception area is kept neat and clean on a daily basis.

• Ensure routine and preventative maintenance of office equipment on a regular basis.

• Schedule and complete arrangements for meetings, appointments, classes and conferences in the CSL.

• Receive, sort and forward incoming mail. Maintain and route publications.

• Coordinate the pickup and delivery of express mail services (FedEx, UPS, etc.).

• Assist in the ordering, receiving, stocking and distribution of office supplies.

• Assist with other clerical-related duties such as photocopying, faxing, filing and collating.

• Prepare and process various office forms such as purchase orders, requisitions, etc., in accordance with established procedures.

• Provide support to Human Resources department.

• • Assist with scheduling interviews and assist with candidate communication during hiring process.
  • Assist with reviewing applications to pass onto the HR recruiter.
  • Assist with posting s onto various career pages.
  • Assist with preparing new employee orientation materials.
  • Assist with monitoring background checks and drug screenings.
  • Assist with employee events such as staff luncheons, open interviews, raffles, etc.

• May be required to deliver and/or pick up documents and parcels, make trips to the bank, post office, etc.

• Perform other activities and duties that support the business of Phipps.

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED

• Excellent telephone etiquette and knowledge of telephone systems.

• Excellent verbal and written communications skills.

• Exceptional interpersonal communication and customer service skills.

• Must have professional appearance.

• Knowledge of Microsoft Office products (Word, Excel, Outlook).

• Ability to work independently on assigned tasks as well as to accept direction on given assignments.

• Ability to work collectively with other staff members.

PHYSICAL, MENTAL AND SENSORY DIMENSIONS

• Physical mobility: sitting, standing, walking, lifting/carrying objects up to 30 pounds; manual dexterity to operate keyboard.

• Mental effort: reading, writing, analyzing, scheduling organizing and visualizing.

• Sensory requirement: Ability to communicate and respond both in person and over the phone to the general public, staff and volunteers in a friendly manner.

• Ability to handle confidential material, exercise initiative and display sound judgment.

WORKING CONDITIONS

• May require evening and weekend work.

• Will have occasion to work in or pass through any area of the Conservatory or growing houses.

MINIMUM POSITION GUIDELINES (Education, Experience and Certification)

• Business school or high school diploma or equivalent required.

• Six months to one year of relevant experience and/or training, or equivalent combination of education and experience.

Phipps Conservatory and Botanical Gardens is an equal opportunity employer that is committed to attracting and retaining a diverse staff. We strive to create a working environment that is inclusive, equitable and welcoming as we honor employee experiences, perspectives, and unique identities.

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