Talent Coordinator & Administrative Assistant; Athenaeum Hotel​/Seasonal

Talent Coordinator & Administrative Assistant (The Athenaeum Hotel)/Seasonal Employment

Job Category: Administrative

Requisition Number: TALEN
004576

Posted: December 22, 2025

Employment Type: Seasonal / Full-Time

Rate: $18.50 – $20.00 per hour

State: New York

Hospital: The Athenaeum Hotel – 3 S Lake Dr, Chautauqua, NY 14722, USA

The Athenaeum Hotel houses the Heirloom Restaurant and the Lobby Lounge. The hotel opens from late April through October for conferences and events and operates full‑time during the Chautauqua Institution summer season from late June through late August.

Compensation for this position starts at $18.50 per hour and, with demonstrated experience and qualifications, candidates may earn up to $20.00 per hour.

• Serve as an end‑user of UKG’s Recruiting Gateway to support Talent Managers with actively moving candidates through the recruitment and selection processes, including candidate pre‑screening and scheduling interviews, as directed.
• Contribute to recruitment efforts by understanding the talent pool and coordinating outreach to qualified candidates for talent managers with staffing needs. Assist management with the recruitment process by closing filled job postings and/or opening a new requisition to account for turnover using the Recruiting Gateway.
• In collaboration with the Human Resource Generalist, support managers in tracking their hires through the electronic onboarding processes centralized in Human Resources. Use available reporting to understand hire status to physical start date and to ensure accurate and timely follow‑up for outstanding requirements preventing hire.
• On completion of onboarding, coordinate department‑level orientation processes for hires at Chautauqua Hotel Company, including scheduling hires for orientation and training sessions.
• Coordinate posting of departmental schedules using Homebase and provide employees with support accessing accounts/schedules on Homebase or accounts on UKG.
• Ensure appropriate Payroll Action Form (PAF) submissions for changes to employment records with required approval/documentation for secondary jobs, transfers, pay or status changes, and terminations/notices.
• Provide administrative assistant with time management and tip reporting, in compliance with all policies and procedures and federal, state, and local labor and tax laws.
• In partnership with key stakeholders for J‑1 Visa students through Interexchange, coordinate arrival dates/start dates, travel arrangements, appointments/paperwork with the Social Security Office, and support community engagement and general questions to ensure assimilation into the workplace and organization.
• Reconcile and verify invoices and prepare vouchers for approval and payment.
• Enter financial data accurately into accounting software or Excel.
• Reconcile vendor statements and investigate discrepancies.
• Input data relating to central inventory orders and venue charges.

Chautauqua Institution’s Referral Bonus Program will provide a $500 referral bonus (less taxes) for active employees referring a new candidate who is hired and remains employed for at least 90 days from the first physical date of work. For seasonal positions working less than 6 months, the new candidate must remain actively employed for at least 30 days from the first physical date of work and until the closing date of the season, which is the last Sunday in August.

Seasonal employment may be available earlier (pre‑season) and beyond season (post‑season). Schedules typically include evenings, weekends, and/or holidays as a requirement. Schedules are typically eight‑hour shifts with a start time that varies between 7:00 a.m. and 12:00 p.m., for a total of 40 hours per week.

No employer‑provided housing is available for this position. Applicants should plan to secure independent housing or reside within a commutable distance.

Chautauqua Institution is a not‑for‑profit global convener of dialogue on the most significant issues of the day through engagement across four pillars of the arts, education, religion, and recreation. The…