Human Resources and
Arts Quest Values Diversity, Equity,
Inclusion and Belonging
employees are the most valuable assets we have. The collective sum of the
individual differences, life experiences, knowledge, inventiveness, innovation,
self-expression, unique capabilities, and talent that our employees invest in
their work represents a significant part of not only our culture, but our
reputation and the organization’s achievement as well.
ArtsQuest a diverse, inclusive, and equitable workplace is one where all
employees feel valued and respected whatever their age, color, disability,
ethnicity, family or marital status, gender identity or expression, language,
national origin, physical and mental ability, political affiliation, race,
religion, sexual orientation, socio-economic status, and/or veteran status. We embrace and
encourage our employees’ characteristics that make them unique, because we
value and appreciate diverse life experiences.
Vice President of Human Resources
Essential Functions: Provide
administrative support to the VP of Human Resources and Finance teams in areas including but not
limited to employee relations, recruitment, payroll processing and reporting, compliance
reporting, record keeping, file maintenance, policy administration, benefits
and HRIS administration.
Promoting Positive Employee Relations:
Act as a resource to staff by responding to employee requests and questions
in a friendly and timely manner; deliver
exceptional customer service by quickly responding to inquiries, directing employees
to the appropriate sources for answers and problem-solving with them to resolve
Q Peer-to-Peer recognition program administration, collecting cards, tracking,
reporting, and determining rewards within budgetary guidelines and announcement
card and service anniversary card distribution; pull monthly list, complete and
mail out to staff.
of other employee engagement programs, i.e. wellness programs (health and
financial), staff meeting activities, etc.
in the Diversity, Equity, Inclusion, and Belonging Committee to help promote a
more diverse, equitable, inclusive and welcoming workplace.
in Safety Team meetings to promote a safe working environment for all staff; help
draft meeting agendas, maintain accurate records of meetings, and ensure any
relevant meeting materials are distributed to team members in advance.
with the Communications Department to plan and execute internal communications
- Review timecards for hourly employees bi-weekly prior to payroll
processing for accuracy, working with department managers to correct any discrepancies
in a timely fashion.
- Communicate in person, on the phone and via e-mail
with staff members
and supervisors to assist with questions about the timekeeping system, use of
Employee Self-Service payroll system re: their W-2’s and their paystubs, direct
deposit, benefits, updating their records, completion of forms, records,
- Responsible for processing 3 bi-weekly payrolls and completing all
internal and external payroll reporting.
- Run reports for the Finance Department out of the timekeeping system
as needed for audit, grant and compliance purposes.
- Responsible for recruitment of hourly and seasonal employees as well
as assistance with full-time recruiting as needed, identifying department
needs, pre-screening, scheduling interviews, responding to job seekers, making
hiring recommendations to managers, and making job offers while maintaining
exceptional customer service with applicants, cultivating and retaining
- Schedule interviews for hiring managers; assist them by providing
directions to candidates, scheduling rooms for interviews and following up with
hiring managers as needed.
- Attend job fairs and other recruitment activities as needed; responsible
for posting employment opportunities on targeted online community job boards.
- Assists in organizational training and development efforts; mandatory
trainings, tracking, new employee orientation and follow up for both year-round
and seasonal staff.
- Works with the Office Specialist to update employee directories and
with the Director, Office of the President to update organizational charts.
- Responsible for updating ArtsQuest websites whenever staff information
or employment opportunities change.
- Act as backup and a resource for staff in the absence of the VP of
Personnel Records, Policies
and Procedures, Record Keeping and Compliance:
Works with the VP of Human Resources to ensure
policies and procedures are administered in accordance with federal and state
- Timely filing and compliant upkeep of personnel records.
Verifies I-9 documentation and
maintains current records in accordance with federal law.
Submits online Criminal History and
Child Abuse Clearance requests for employees
(verification, follow up, processing, filing).
ACA Hours Tracking and Administration, running reports, alerting the
VP of HR to any potential issues; monitoring PTO use for hourly employees,
making modifications when necessary.
GL Account Coding on HR Expenses, i.e., recruitment, supplies, meetings,
Assist with updating, tracking signatures, compliance and
administration of policies and procedures; assist in the recommendation and creation
and maintenance of employee guidelines; modifying documents, markup, word/pdf
and communication of any guideline changes.
HRIS database management for onboarding new employees, employee data, benefits
administration, training dates, I-9 and Background Checks, driver’s licenses, Social
Security Verification, first aid training, compliance tracking, address
changes, tax changes, payroll deductions, etc.
Paid Time Off (PTO) administration; calculating carryover balances,
Performance management process tracking and administration; assisting
the VP of Human Resources with any procedural updates and reporting.
Participates in meetings and seminars as necessary to keep abreast of
changes in the law, to assist the VP of Human Resources in compliance
with benefits enrollments, changes, and terminations; process required
documents through payroll database and insurance broker to ensure accurate
record keeping and proper deductions.
of the annual Benefits Expo/open enrollment process.
photocopies, faxes documents and performs other clerical functions.
new employee files, files papers and documents into appropriate employee files.
updates and communications from the HRIS.
or prepares correspondence, processes mail.
with processing of terminations, collecting access cards and keys and
conducting exit interviews with hourly and seasonal staff as needed.
Skills and Abilities Required:
or more years of relevant work experience in a Human Resources support role and
a strong interest in learning and growing in this area preferred; a basic
understanding of the principles and practices of human resources is helpful; Associates
or bachelor’s degree in Human Resources, PHR or SHRM-CP Certification or
relevant work experience supporting Human Resources a plus.
experience in processing payroll preferred using JetPay/NCR Workforce Today and
maintenance of the HRIS.
oral and written communication skills, outstanding interpersonal skills; the
ability to establish and maintain effective working relationships with the
public, other staff members as well as vendors, sponsors, members, partners, and
ability and desire to work collaboratively with others in a team environment.
passion for the arts; sense of humor, sense of fun and a true desire to be of
service to others.
proficiency including Excel, Word, PowerPoint, and Outlook is required; JetPay
Workforce Today or other HRIS system experience is helpful.
role routinely uses standard office equipment such as computers, phones, photocopiers,
filing cabinets and fax machines.
organized with the ability to set goals, meet deadlines and maintain the
highest level of confidentiality; ability to work with minimal daily
supervision, concentrate and accomplish tasks despite frequent interruptions.
As job descriptions cannot be exhaustive, the position holder may be
required to undertake other duties that are broadly in line with the above key duties
and as assigned by supervisor when necessary.
physical demands described here are representative of those that must be met by
an employee to successfully perform the essential functions of this job.
While performing the duties of this job, the employee is regularly required to
see, talk, or hear. The employee frequently is required to stand; walk; use
hands to finger, handle or feel; and reach with hands and arms. The employee frequently is required to lift
to 10 pounds frequently, up to 25 pounds occasionally, with or without reasonable
Employee must be physically able to walk
measurable distances and stand for extended periods of time during events and
festivals. Employee should have the ability
to follow and communicate directions effectively, both orally and in writing,
and on the telephone.
must have the ability to work a flexible schedule, including evenings, weekends
and holidays when necessary; some extended and irregular hours will be required
during our festivals and events.
Employee should have the ability to read, write and communicate in
English; bi-lingual ability in Spanish or other language is a plus.
Position Type/Expected Hours of Work
This is a full-time entry level position. Normal business hours are Monday
through Friday, 8 a.m. to 5 p.m., however the employee must be willing and able
to work outside normal business hours in order to support our events and activities
throughout the year as needed, including evenings, weekends and holidays when
travel is required between buildings and is expected for this position. Employee should have reliable transportation
to enable them to travel between our buildings and facilities which are all
within a mile of one another.
qualities are desirable, but are not required:
- A passion for the arts, music and
- Previous Human Resources support experience.
- Experience working in a
ArtsQuest has a culture of CARES; Creativity, Adaptability,
Risk Taking, Evaluation and Sustainability; In order to be successful at
ArtsQuest you must be willing and able to take ownership, and make significant
contributions to the success of the organization:
- We value a collaborative work
style as well as the ability to work cross-functionally.
- We not only work in an office
environment in close vicinity with other staff members, across multiple
buildings, we also work outdoors in all types of weather during festivals
- We sometimes work long and unusual
hours, including some evenings, weekends and holidays.
Salary and Benefits:
A salary range has
been established and will be discussed with qualified candidates. Salary will
be commensurate with experience. Benefits include medical, dental, vision, term
life, and disability insurance, as well as a 403(b)-retirement savings plan. We
offer a generous paid time off policy as well as discounts on select visual
arts and education programs, concerts, comedy and cinema, festivals, and events.
FLSA Status: Exempt
and the ArtsQuest Foundation are Equal Opportunity Employers