Description

The Program Administrative Coordinator’s primary duty is to support all aspects of administrative support for the Cultural Resource Services (CRS) Program. The Program Administrative Coordinator collaborates with CRS staff to advertise and promote job opportunities locally and nation-wide; assist the Recruitment Team with aspects of, reference checks , and on-boarding procedures; as well as ensure compliance with GBI, AmeriCorps, and project partner agency rules and regulations. Additionally, the Program Administrative Coordinator will provide a variety of  human resources support for their respective GBI Program.

Essential Job Functions may include the following:

Human Resources/ On-Boarding/Off-Boarding

• Consults with Program Coordinators & Managers in providing HR support for collecting & filing documentation, including benefit program enrollment / termination.
• Maintains a current process flow for on-boarding new hires and off-boarding of separating employees.
• Manage organization of new hire on-boarding tasks, including creating new employee profiles, issuing on-boarding checklists, monitoring checklist completion, and on-going communication with new hires on a regular basis.
• Assist organization AmeriCorps Compliance Program by completing required compliance tasks, including enrollment and exit procedures for volunteer members.
• Ensuring documentation is kept up to date for amendments, adding TSAs to term document, managing aspects of active TSAs
• Completing regular audits of benefits, end dates, and sending frequent communication updates to all assigned employees. 
• Manage organization off-boarding tasks, including terminating employees from assigned benefit program(s) and updating HRIS profile.
• Update new hire and resource documents as necessary.

Recruitment, Marketing and Outreach

• Support organizations’ recruitment initiatives including reference checks and resume redactions. 
• Assist with the development and implementation of an annual recruitment strategy and plan.
• Support recruiting efforts to advertise and market all available employment opportunities for CRS Program via the web, social media, lists of alumni and university and agency contacts.
• Develop and maintain relationships with colleges/universities, professional societies, non-governmental organizations, alumni and other recruitment sources.

General Administration

• Reports to the Program Director
  • Act as a liaison between Business Operations Department, People and Culture Department, and CRS Program Team where requested 
  • Ensures accountability to systems and process ensuring robust and timely communication of both internal and external risks or opportunities
• Leads program data management and integrity efforts
• General organization and development, updating tools and resources, ensuring tools are current and relevant through “Systems upkeep” and “Fidelity to Systems”
• Communication management - If information/findings are discovered, that information is disseminated in a timely manner to all relevant parties.

Qualifications

To perform this job successfully, employees must be able to satisfactorily carry out each essential duty. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable employees with disabilities to perform the essential functions.

Knowledge, Skills, and Abilities:

Adaptability to work remotely and in an office environment, and to consistently enact high performance standards and a strong work and team ethic in support of the mission of GBI.

• Ability to communicate effectively, both written and orally, in response to inquiries, and with applicants and candidates for positions, agency partners, and CRS Program and administrative staff.
• Ability to multi-task and troubleshoot on a daily basis.
• Excellent organizational skills and ability to self-motivate.
• Strong interpersonal skills with the ability to communicate clearly and in a calm and pleasant manner.
• Ability to comprehend, interpret, and apply the appropriate sections of applicable laws, guidelines, regulations, ordinances, and policies.
• Ability to acquire a thorough understanding of the organization's hierarchy, jobs, qualifications, compensation practices, and the administrative practices related to those factors.
• Excellent time management skills with a proven ability to meet deadlines with competing priorities.
• Strong analytical and problem-solving skills.

Experience:

• Two years of relevant experience in supporting job functions with HR or Administrative background.
• Relevant or related recruitment experience, including generating position descriptions, conducting interviews, reference checks, public relations, promotion/advertisement.
• Experience working with non-profit organizations, AmeriCorps, and/or federal or state agencies strongly preferred.
• Experience with spreadsheet, database, and Human Resource Information System software.

Preferred Qualifications: 

    Education:

• Bachelor’s Degree in Public Administration, Human Resources Management, or similar field.

LOCATION

Based at GBI offices in Reno, NV The “Biggest Little City in the World” the greater Reno-Sparks metropolitan area has a population of over 435,000. The city is a high desert landscape ~4,500 feet above sea level, at the foot of the Sierra Nevada mountains along the Truckee River, as it flows from Lake Tahoe to Pyramid Lake. Weather is mild, but with distinct four seasons. Reno offers easy access to world-class outdoor recreation including driving distance to Yosemite and Death Valley National Parks, the Pacific Ocean, and California redwood forests. Closer to home, Nevada offers more natural hot springs than any other state in the country, over 150 named mountain ranges, and 30 peaks over 11,000 feet. Recreation and entertainment includes eight major ski resorts in proximity to the Reno-Tahoe airport; fishing and boating on Lake Tahoe, the Truckee River, and Pyramid Lake; cultural festivals throughout the summer along the banks of the Truckee River; a thriving food scene and more.

COMPENSATION AND BENEFITS

Starting hourly pay range is $21/hr - $23/hr (estimated salary equivalent of $43,500-$47,500 DOE (NOTE: in Nevada, there is no state income tax). In addition to a competitive base salary, this full-time,onsite position includes company-paid comprehensive medical, dental (with option to upgrade in coverage), and vision insurance, as well as $25,000 Life/AD&D policy. Voluntary short-term and long-term disability policies are available, and voluntary Life/AD&D policies for family members.  Mental health support resources are employer-provided, as is 401(k) retirement savings with up to 4% GBI match, competitive PTO accrual, paid holidays (12 per year), and family leave. Total compensation package is $51,000k - $55,000k per year, DOE.  This exciting role contributes to GBI’s significant positive impacts within the fields of environmental research, education, and conservation.

PHYSICAL DEMANDS  

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable employees with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit, use hands, stand, walk, bend, and have specific vision abilities to include close and distance vision, and ability to adjust focus working with computer business equipment and other job/industry specific equipment. The noise level in the work environment is usually low.

The overall nature of the position is sedentary, requiring little physical effort and occasional light exertion. There is occasional exposure to environmental conditions such as heat, cold, and temperature changes.

NOTE:  This job description is not intended to be all-inclusive. Employees may perform other related duties as mutually agreed upon to meet the organization's ongoing needs.

NOTE: All offers of employment are contingent upon the successful completion of a pre-employment background check.

Disclaimer: Although the organization has attempted to accurately and thoroughly describe this position, GBI reserves the right to change the same, including to change, add to or subtract from the duties outlined, within the sole discretion of the organization, at any time, with or without advance notice.