PEOPLE & CULTURE COORDINATOR

Job Description

Job Description

Organizational Mission

To interpret and preserve history and nature, igniting a vibrant cultural community.

Organizational Vision

An inviting cultural canvas, where history and nature unfold, inspiring discovery and creating memories.

Guiding Principles

• Cultivate Curiosity
• Boldness
• Everyone
• Mission Critical
• Grace of Space

Position Overview

The People & Culture Coordinator serves as the administrative and operational backbone of the People & Culture Division. This full-time, non-exempt position supports staff, volunteers, and divisional leaders across the estate by ensuring accurate documentation, regulatory compliance, recruitment coordination, onboarding processing, and benefits administration.

Working in close partnership with the People & Culture Manager and Director, the Coordinator ensures smooth execution of day-to-day People & Culture operations while contributing to a positive employee and volunteer experience aligned with Stan Hywet’s mission and guiding principles.

This role provides critical infrastructure support that enables leadership to focus on strategic workforce planning, employee relations, and organizational development.

Essential Duties and Responsibilities1. Professional Conduct & Cultural Support

1. Exhibit a professional attitude when working with employees, volunteers, divisional leaders, Board members, and community stakeholders.
2. Demonstrate and actively support a culture of diversity, equity, access, inclusion, and belonging.
3. Promote inclusive practices that reinforce Stan Hywet’s guiding principles across staff and volunteer communities.

2. Recruitment & Hiring Support

1. Maintain and update job, volunteer, and intern descriptions in alignment with standardized practices.
2. Support job fairs and open interview days, including offsite recruitment initiatives as needed.
3. Coordinate interview scheduling and candidate communications in partnership with the Recruiting Specialist.
4. Maintain internal applicant and volunteer candidate databases.
5. Upload volunteer opportunities in Golden; generate reports and respond to system inquiries.
6. Assist with recruitment tracking and documentation to support hiring metrics.

3. Onboarding & HRIS Administration

1. Set up new staff in ADP Workforce Now (WFN) onboarding module.
2. Assist volunteers with Golden system setup and profile access.
3. Ensure all required new hire documentation and onboarding materials are completed accurately and timely.
4. Assist employees and volunteers with ADP Workforce Now and Golden system access, troubleshooting, and updates.
5. Maintain personnel and volunteer files in accordance with recordkeeping and retention protocols.
6. Maintain and update the organizational chart.

4. Compliance & Regulatory Administration

1. Complete, submit, and post the annual OSHA 300A log.
2. Manage required labor law and regulatory postings across all estate buildings.
3. Maintain accurate compliance documentation in coordination with the Manager and Director.
4. Ensure strict confidentiality of all People & Culture records and data.

5. Benefits & Payroll Support

1. Manage paid time off benefits in ADP Workforce Now (WFN) .
2. Maintain schedules of benefits and plan documents for all group healthcare benefit plans.
3. Provide employees with tools and guidance necessary to make informed benefit elections.
4. Support enrollment processes and administer payroll deductions as prescribed.
5. Reconcile monthly benefit invoices for payment processing and departmental allocations.
6. Maintain 403(b)/401(k) plan documentation and upload contributions after each payroll.
7. Coordinate required retirement plan disclosures and summary mailings.
8. Serve as payroll processing backup within ADP Workforce Now.

6. Training, Engagement & Communication

1. Assist in scheduling and coordinating estate-wide training and professional development programs under the direction of the Director and Manager.
2. Draft organizational announcements regarding new hires, promotions, departures, and holiday reminders for Director approval.
3. Support planning and execution of employee and volunteer appreciation events.
4. Order, track, and maintain inventory of recognition gifts.
5. Maintain staff and volunteer anniversary and birthday lists.

7. Administrative & Divisional Support

1. Provide general administrative support to the People & Culture Division.
2. Participate in required public and institutional events.
3. Perform other duties as assigned.