Administrative Specialist, Human Resources; MACP

Posted on May 23, 2019

Based in Eden Prairie, Minnesota, Margaret

A. Cargill Philanthropies (MACP) was established through the generosity of Margaret

A. Cargill, a granddaughter of the co-founder of Cargill, Inc. MACP encompasses two grantmaking entities, Margaret

A. Cargill Foundation and Anne Ray Foundation, whose collective assets place it among the 10 largest philanthropies in the United States.

The organization’s grantmaking supports work in seven domains:
Animal Welfare, Arts & Cultures, Disaster Relief & Recovery, Environment, Quality of Life, Teachers, and Legacy & Opportunity.

To provide meaningful assistance and support to society, the arts, and the environment.

The cultural aspirations of MACPS are to be humble, compassionate, respectful, honest, professional, ethical, and mindful of the importance of carrying out the philanthropic work as envisioned by Margaret

A. Cargill. This is a culture where teamwork is critical, learning is ongoing, and decisions are made thoughtfully.

The Administrative Specialist is an integral part of the Human Resources team by providing administrative support for recruitment, onboarding, training and development, and benefits and compensation. The position requires continual attention to detail, understanding priorities, meeting deadlines, and the ability to juggle multiple competing tasks and demands. Work also requires flexibility and coordination with other team members to accomplish overall team goals.

This position is a member of the Human Resources & Administration Team, which includes employees from Human Resources, Information Technology, Project Implementation and Office & Facilities. This position is also a member of the Administrative Support Team.

Provide administrative support to the Human Resources team

• Assist with the daily schedule of Director, Human Resources & Administration; calendaring meetings, keeping appointments and meetings on time and changing schedules when necessary
• Arrange all aspects of travel for out of town meetings and conferences
• Support the recruitment process including scheduling and coordinating interviews, communicating with candidates, making travel arrangements when needed and ensuring interview days run smoothly
• Coordinate new hire orientation process and maintain onboarding materials
• Support benefits and compensation administration by entering information and running reports in HRIS system, coordinating an annual flu clinic, conducting benefit invoice reconciliations, assisting with employee communications including total reward statements and the service award program
• Maintain HR annual project timeline document and manage out of office calendar Assist in gathering documentation in response to inquiries
• Enhance organization and department effectiveness and efficiencies through identifying and owning steps to improve processes
• Manage external contacts for teams proactively, understanding who they are and keep track of periodic communication
• Prepare and process invoices and expense reports
• Sort, organize and distribute mail

Assist with preparation and management of documents and presentations, including:

• Use Microsoft Word and PowerPoint to develop and revise documents, apply templates to existing documents, create letters utilizing mail merge and format materials to align them with branding standards
• Use Microsoft Excel to create and update spreadsheets, charts, and graphs
• Use Microsoft Visio to create and update organization charts
• Compose routine letters, emails and memoranda ensuring accuracy and professionalism
• Organize and maintain inventory of department materials, as well as physical and digital files
• Save documents to the organizations’ document management systems according to organization procedures

Plan and coordinate on-site and off-site meetings including all employee meetings, team meetings and new hire gatherings:

• Manage the process of scheduling meetings, agenda development, communication with presenters and material gathering and distribution
• Make room, facility, teleconference/video conference,…