The Portland Art Museum and Northwest Film Center (referred to as Museum) invites applications for the position of HR People & Culture Assistant. The Human Resources department at the Museum is actively transitioning from the outdated functions of conventional “Human Resources'' practice to a deeper and more authentic focus on people and culture. The department strives to be a driver of an increasingly equitable and positive workplace culture by actively accelerating change through communication, values, connection, and people-centered practices and policies.
The HR People & Culture Assistant will actively participate in the administrative, onboarding, and engagement functions of the Human Resources department by providing administrative support and coordination.
The current COVID-19 crisis has resulted in severe and unprecedented disruptions to revenue generation at the Museum. Currently, the Museum has recently reopened to visitors and the Institution is running on reduced staffing levels. The task ahead is not easy, but a challenge our staff are taking on with a deep commitment to the mission. The successful incumbent in this role will be willing to enter the situation with energy, flexibility, and a vision to overcome obstacles. This position requires a desire for understanding and adhering to COVID-19 safety protocols set forth by the Museum at all times. Masks are required indoors per the state mandate. In addition, the Museum’s intent is to move toward requiring COVID-19 vaccinations for staff with verification of vaccination status. Accomodations available for staff under the ADA.
Equity, Inclusion and Accommodation
The Museum and Film Center strives to be an inclusive institution that facilitates respectful dialogue, debate, and the free exchange of ideas. With a deep commitment to artists – past and present – and freedom of expression, the Museum and Film Center’s collections, programs and staff aspire to reveal the beauty and complexities of the world, and create a deeper understanding of our shared humanity. We are a Museum for all, inviting everyone to connect with art through their own experiences, voices, and personal journeys. We are committed to advancing equity and inclusion by creating a diverse and inclusive workplace. We will continue learning as we work to evolve as an Institution, recognizing that this journey has no end and our commitment must remain. We have an active equity team currently engaged in a journey to examine our internal culture and the work we do through an equity lens. We look forward to having all colleagues join and contribute to this important work. Learn more at https://portlandartmuseum.org/portland-art-museum-announces-equity-statement/.
The Museum and Film Center are equal opportunity employers, committed to a policy of non-discrimination in employment on any basis including age, sex, color, race, creed, national origin, religion, marital status, sexual orientation, gender identity, political belief, disability or any other legally protected status. We are committed to the full inclusion of all qualified individuals. As part of this commitment, will ensure that persons with disabilities are provided reasonable accommodations to participate in the application, interview, and hiring process. Alternative formats of this application are available upon request. If reasonable accommodation or an alternative form of this application are needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact Human Resources at firstname.lastname@example.org or 503.276.4358.
The Portland Art Museum is an Equal Opportunity Employer. Black, Indigenous, and People of Color (BIPOC), immigrants, women, LGBTQ+, and individuals with disabilities, please apply!
Essential Duties & Responsibilities
- Provides people-first support by answering and directing HR related questions in a kind and inclusive manner
- Keeps track of and consistently organize department strategic working calendar, centering and upholding equity and inclusion goals and action items
- Schedules and organizes appointments and meetings
- Takes minutes during departmental meetings (ie safety committee, disaster preparedness group, equity hiring teams) and distributes minutes to maintain communication and accountability among departments
- Assists with processing of employee exits in a people-first manner
- Assists with the preparation of the performance review process, centering the philosophy “feedback is a gift”
- Coordinates monthly All Staff Meetings and creates PowerPoint slides
- Assists in preparation of correspondence as requested
- Drafts personnel change forms
- Maintains Museum organizational charts and staff photo directory
- Maintains current HR forms and information on Google drives and ADP
- Conducts motor vehicle reports for the Museum van and maintains current drivers list for insurance purposes
- Provides FMLA/OFLA packets as guided by HR Director
- Codes invoices for AP, reconciles credit card statements
- Orders and maintains supplies for department
- Handles photocopy projects and departmental mailings
- Assists with annual compliance items such as audits and purging within department guidelines
- Maintains employee files in compliance with applicable legal requirements
- Receives and distributes office mail
- Responds to employment verification requests
- Conducts all responsibilities with a high degree of confidentiality, discretion and care
Recruitment & Onboarding Support
- Collaborates and supports the HR People & Culture Partner by supporting the administrative functions of the recruitment and interview process. Tracks status of candidates in Human Resources Information Systems (HRIS) and responds with follow-up letters centering care and gratitude for applicants. Handles end of recruiting process notifications with a spirit of gratitude for applicants.
- Posts jobs advertisements in recruiting software and job boards centering equity
- Drafts equity hiring timelines in collaboration with HR People & Culture Partner and HR Director
- Conducts reference checks
- Submits online investigation requests and assists with new-employee background checks
- Oversees DocuSign process for new hire paperwork
- Verifies I-9 documentation and maintains I-9 files
- Prepares new employee files
Employee Engagement Support
- Assists in generating HR Updates communications to all-staff, sharing communication of happenings and centering equity and inclusion work
- Conducts staff surveys for projects
- Supports the sharing of wellness, self-care and other benefits to employees
- Oversees monthly employee anniversary gratitude moments
- Oversees “joy” moments for staff such as flowers, gift cards, etc. Will assist with annual “spark joy” plan
- Assists with staff engagement and celebration events
Secondary or Additional Responsibilities
- Assists with set-up of trainings and learnings
- Assists with internship program
- Performs other related duties as assigned.
- No supervisory responsibilities
- Support the Museum’s mission, vision and core values of creativity, connection, equity, learning, accessibility and accountability.
- Contribute to and support the PAM strategic plan, annual priorities, and institutional initiatives such as diversity, equity, inclusion and access.
- Contribute to a positive organizational culture based on mutual respect, a spirit of collegiality, cooperation, and openness to many perspectives.
- Participate in a culture of ongoing learning, collaboration, innovation, creativity, and community engagement.
- Use the equity lens in decision making. Promote equity and inclusion goals and have a “people first” mindset.
Required Knowledge & Skills
- Comfort and experience with administrative duties and/or HR departments
- High attention to detail and experiencing prioritizing work plans and activities to maintaining high volume work flows
- Willingness to take initiative and work independently with minimal instruction
- Engages work with an equity and empowerment lens
- Continuous learner; attends various professional development opportunities to further learnings. Open to collaborative work environments and adapts to changes
- Strong verbal and written communication skills, comfort communicating with all levels of staff and centering inclusion
- Driver of culture who actively accelerates culture change through communication, values, connection, and people centered practices and policies
- Strong research skills
- Handle sensitive and confidential situations and documentation
- Adapt to rapidly shifting priorities and strategies.
Education, Formal & Informal Experience, Training Required, Certification, Etc.
- 2-4 years progressive administrative experience
- HR certificate or previous HR experience highly preferred, but not required (HR law/procedures can be learned on the job)
- High level of proficiency with Microsoft Word, Excel, Outlook, and PowerPoint. Knowledge of Google platform, ADP, and comfort with multiple online platforms (i.e., SurveyMonkey, recruiting software, job platforms)
- Full-time, 35 to 40 hours per week (8:00am to 5:00pm, Monday - Friday).
- Overtime, occasional
- Extensive computer work
- Hybrid available for 1-2 days per week based on work flows, after first 6 months of employment
- Use of fingers
- Repetitive motions of hands/wrist
- Lift/carry 10 pounds
About the Portland Art Museum
Founded in 1892, the Portland Art Museum is one of the oldest art museums in the United States and the oldest in the Pacific Northwest. The Museum’s collection of 42,000 objects reflects the history of art from ancient times to today. The collection is distinguished for its holdings of arts of the native peoples of North America; modern and contemporary art; Asian and American art; photographs, prints, and drawings; and English silver.
With more than 112,000 square feet of gallery space, the Museum ranks in the top 25 museums in the country with the most gallery and exhibition space. An active collecting institution, the Museum dedicates 90 percent of its gallery space to its permanent collection. In addition to its permanent collection, the Museum is recognized for its special exhibitions and intimate exhibition series, including the APEX program, a contemporary art series, and presentations in the Gilkey Center galleries.
Annual membership consists of 16,000 member households, representing more than 92,000 individuals. More than 350,000 visitors are welcomed annually, including more than 50,000 schoolchildren.
The Museum’s annual operating budget is approximately $13.5 million.
About the Northwest Film Center
The Museum's sister organization, established in 1971, the Northwest Film Center is a Portland, Oregon-based year-round organization and space where artists and audiences explore our region and the world through cinema and cinematic storytelling in all its forms.
Our mission is to expand the reach of cinema as an art form and challenge for whom, by whom, and how stories can be told. Through our screenings, events, guest speaker programs, classes, and workshops, audiences and artists form vital connections that bind our community and encourage a more vibrant, accessible, and diverse media-arts ecosystem.
The Northwest Film Center acts as an advocate for pioneering filmmakers and artists, giving a platform to voices that might not otherwise be heard and serves as a catalyst for cultural appreciation, conversation, collaboration, and community-building around new ways of seeing locally and globally. For more information, visit www.nwfilm.org.
- This role is non-exempt
- Budgeted compensation is $39,075 - $45,500. The role is in pay grade G ($21.47 min - $25.00 mid - $28.26 max).
- Affinity groups -- BIPOC & White Learning Space
- Buddy system for BIPOC new hires
- Annual BIPOC TLC retreat
- Health Care (medical, dental, vision, pharmacy)
- Life Insurance (employer-paid life, AD&D, and long-term disability insurance & employee paid voluntary life and short-term disability)
- Retirement (401k plan, after 12 months service and a minimum of 1000 hours)
- Paid Time Off (6 paid holidays, 2 floating holidays to allow employees to meet their own religious observances and uphold value of equity and inclusion, vacation time, sick time, jury duty, and bereavement leave)
- Flexible spending accounts
- Employee assistance program: free, confidential counseling for employees and family
- Discounted TriMet or C-Tran passes
- Bike to work benefit
- Complimentary admission to the Museum for employee and guest(s) accompanied by you
- Access to Museum lectures and programs
- Discounts at Museum Shop
- R.E.A.P (Reciprocal Employee Attraction Pass) card for full and part-time employees, providing free general admission to local destinations
To apply online visit: www.portlandartmuseum.org/careers follow the link to create a profile. Resumes received without completed employment application will not be considered. For questions or accommodation please contact email@example.com.
Please attach a cover letter and in addition, we ask that applicants answer the questions within the application. The Museum engages an equity hiring committee to review applications.
Please do not delay in applying. We are looking for an incumbent to begin this role as soon as possible.
Closing date for HR People & Culture Assistant, Friday 10/12/2021, 5:00PM PST.