Program Administrative Coordinator - Basin Institute

The Program Administrative Coordinator’s primary duty is to support all aspects of administrative support for the Cultural Resource Services (CRS) Program. The Program Administrative Coordinator collaborates with CRS staff to advertise and promote job opportunities locally and nation-wide; assist the Recruitment Team with aspects of reference checks, and on‑boarding procedures; as well as ensure compliance with GBI, Ameri Corps, and project partner agency rules and regulations.

Additionally, the Program Administrative Coordinator will provide a variety of human resources support for their respective GBI Program.

Essential Job Functions may include the following:

• Consults with Program Coordinators & Managers in providing HR support for collecting & filing documentation, including benefit program enrollment / termination.
• Maintains a current process flow for on‑boarding new hires and off‑boarding of separating employees.
• Manage organization of new hire on‑boarding tasks, including creating new employee profiles, issuing on‑boarding checklists, monitoring checklist completion, and on‑going communication with new hires on a regular basis.
• Assist organization Ameri Corps Compliance Program by completing required compliance tasks, including enrollment and exit procedures for volunteer members.
• Ensuring documentation is kept up to date for amendments, adding TSAs to term document, managing aspects of active TSAs.
• Completing regular audits of benefits, end dates, and sending frequent communication updates to all assigned employees.
• Manage organization off‑boarding tasks, including terminating employees from assigned benefit program(s) and updating HRIS profile.
• Update new hire and resource documents as necessary.

• Support organizations’ recruitment initiatives including reference checks and resume red actions.
• Assist with the development and implementation of an annual recruitment strategy and plan.
• Support recruiting efforts to advertise and market all available employment opportunities for CRS Program via the web, social media, lists of alumni and university and agency contacts.
• Develop and maintain relationships with colleges/universities, professional societies, non‑governmental organizations, alumni and other recruitment sources.

• Reports to the Program Director
• Act as a liaison between Business Operations Department, People and Culture Department, and CRS Program Team where requested
• Ensures accountability to systems and processes ensuring robust and timely communication of both internal and external risks or opportunities
• Leads program data management and integrity efforts
• General organization and development, updating tools and resources, ensuring tools are current and relevant through “Systems upkeep” and “Fidelity to Systems”
• Communication management - If information/findings are discovered, that information is disseminated in a timely manner to all relevant parties.

To perform this job successfully, employees must be able to satisfactorily carry out each essential duty. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable employees with disabilities to perform the essential functions.

Knowledge, Skills, and Abilities :

Adaptability to work remotely and in an office environment, and to consistently enact high performance standards and a strong work and team ethic in support of the mission of GBI.

• Ability to communicate effectively, both written and orally, in response to inquiries, and with applicants and candidates for positions, agency partners, and CRS Program and administrative staff.
• Ability to multi‑task and troubleshoot on a daily basis.
• Excellent organizational skills and ability to self‑motivate.
• Strong interpersonal skills with the ability to communicate clearly and in a calm and pleasant manner.
• Ability to comprehend, interpret, and apply the appropriate sections of applicable laws, guidelines, regulations, ordinances, and policies.
• Ability to acquire a thorough understanding of the organization’s…