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Chautauqua Institution · 2 weeks ago

Talent Coordinator & Administrative Assistant (The Athenaeum Hotel)/Seasonal Employment

Chautauqua, NY

Full-time

Onsite

New Grad, Entry Level

$18.50/hr - $20/hr

Chautauqua Institution is a not-for-profit organization that operates the historic Athenaeum Hotel. They are seeking a Talent Coordinator & Administrative Assistant to support recruitment efforts, coordinate onboarding processes, and provide administrative assistance within the hotel operations.

CommunitiesCreative AgencyEducationEventsNon ProfitPerforming ArtsTraining

Responsibilities

Serve as an end-user of Ultimate Kronos Group (UKG)’s Recruiting Gateway to support Talent Managers with actively moving candidates through the recruitment and selection processes, including candidate pre-screening and scheduling interviews, as directed

Contribute to recruitment efforts by understanding the talent pool and coordinating outreach to qualified candidates for talent managers with staffing needs. Assist management with the recruitment process by closing filled job postings and/or opening a new requisition to account for turnover using the Recruiting Gateway

In collaboration with the Human Resource Generalist, support managers in tracking their hires through the electronic onboarding processes centralized in Human Resources. Use available reporting to understand hire status to physical start date and to ensure accurate and timely follow-up for outstanding requirements preventing hire

On completion of onboarding, coordinate department-level orientation processes for hires at Chautauqua Hotel Company, including scheduling hires for orientation and training sessions

Coordinate posting of departmental schedules using Homebase and provide employees with support accessing accounts/schedules on Homebase or accounts on UKG

Ensure appropriate Payroll Action Form (PAF) submissions for changes to employment records with required approval/documentation for secondary jobs, transfers, pay or status changes, and terminations/notices

Provide administrative assistant with time management and tip reporting, in compliance with all policies and procedures and federal, state, and local labor and tax laws

In partnership with key stakeholders for J-1 Visa students through Interexchange, coordinate arrival dates/start dates, travel arrangements, appointments/paperwork with the Social Security Office, and support community engagement and general questions to ensure assimilation into the workplace and organization

Reconcile and verify invoices and prepare vouchers for approval and payment

Enter financial data accurately into accounting software or Excel

Reconcile vendor statements and investigate discrepancies

Input data relating to central inventory orders and venue charges