Coordinator, People and Culture

POSITION SUMMARY

The People & Culture Coordinator provides vital administrative support to the People & Culture department, ensuring efficient and accurate handling of HR operations. As the first point of contact for employees (colleagues), this role answers routine HR questions, assists with HR documentation, and supports company-wide communications. The People & Culture Coordinator also helps coordinate programs and activities that enhance the Dr. Phillips Center colleague experience while keeping HR records and processes well-organized. The People & Culture Coordinator will provide the highest level of customer service to all guests, vendors, donors, customers, volunteers, and colleagues.

ESSENTIAL JOB FUNCTIONS/RESPONSIBILITIES

Colleague Support & First Point of Contact

• Act as the first-person colleagues go to with general HR related information ensuring prompt, courteous, and accurate responses. Assist with HRIS password resets.
• Provide basic guidance on HR policies, procedures, and benefits, escalating issues as needed.
• Support a positive colleague experience by being approachable and helpful.
• Responsible for daily monitoring of the People & Culture department’s general email inbox, responding to HR emails inquiries, routing questions to appropriate HR staff.

Administrative & Clerical Support

• Create and maintain personnel files and electronic databases (CRM, HRIS, LMS, etc. Manage and track required staff training and certifications. Assist with data entry and updates in HR systems, including employee information changes, leave tracking, 401K and benefits.
• Schedule and coordinate HR meetings, orientations, training sessions, and employee events, including handling logistics and preparing materials.
• Prepare, proofread, and distribute HR documents, including forms, memos, policy updates, and standard correspondence. Maintain and distribute company phone list. Maintain monthly company organizational charts.
• Manage colleague and contractor parking passes and validation stickers.

Employee Communication

• Responsible for sending exit surveys to terminated colleagues. Gather and communicate trends.
• Draft and distribute colleague communications, such as announcements, newsletters, reminders, and policy updates.
• Update and maintain colleague e-Communication Board with current job postings, center activities, Value of the Week and other pertinent information. Update and distribute weekly People & Culture communication via email.
• Send benefit enrollment reminders to new colleagues, updates and information as needed.

Colleague Onboarding & HR Program Support

• Conduct preemployment work verification and reference checks.
• Responsible for scheduling new hire orientation location. Prepare all new hire/orientation materials. Prep the meeting room and coordinate F&B needs.
• Assist with the facilitation of new hire orientation and other training as needed.
• Assist colleagues with name tag, badge, or lanyard replacements. Coordination of new colleague workstation, IT setup and ordering of ID badges and nametags.
• Responsible for placing office supply orders, unpacking, storing, and keeping inventory.
• Maintains accurate inventory of colleague uniforms, orders as needed. Prepare colleague uniforms for new hires for distribution at orientation. Tracks and collect acknowledgements. Send returned uniforms for dry cleaning, as needed. Ensures uniforms from terminated colleagues are collected. Responsible for ensuring invoices from uniform alterations are sent to accounting for payment.
• Manages the fulfillment of the Colleague Ticketing Program, including internal shows and external event giveaways. Communicates and tracks usage.
• Ensures birthday and workiversary cards for colleagues are sent out weekly. Responsible for sending flowers, cards or gifts to colleagues and/or volunteers as the need arises.
• Coordinates the Dog of the Day program.
• Follow and support all operational policies and procedures. Assimilate into the arts center culture through understanding, supporting and demonstrating the core values.
• Maintain a professional and friendly relationship with other departments, colleagues, and partners.
• Able to remain calm under pressure. Ability to work effectively with internal and external customers, some of whom will require high levels of patience, tact, and diplomacy. Maintain Dr. Phillips Center standards of customer service at all times.
• Able to effectively communicate in English in both written and oral forms.
• Other duties as assigned.

KNOWLEDGE AND EXPERIENCE

• High School diploma or equivalent required.
• Bachelor’s degree preferred with at least one year of administrative experience, (HR experience a plus).
• Strong working knowledge including Microsoft Word, Excel, PowerPoint, and Outlook.
• Excellent interpersonal skills. Ability to demonstrate diplomacy and composure in all situations. Strong communication skills, both verbal and written.
• Strong attention to detail and excellent organizational skills.
• Ability to multi-task in a fast-paced environment.
• Ability to work both independently and in a team.
• Ability to uphold the highest level of confidentiality.
• Ability to perform mildly complex mathematical functions.

SPECIAL CONDITIONS OF EMPLOYMENT

This position requires the ability to work a variable schedule, evenings, weekends, and holidays to meet operational needs.

Dr. Phillips Center participates in an employment electronic eligibility verification program through E-Verify.