Finance and Human Resources Business Administrator

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Title: Finance & Human Resources Business Administrator

Exemption Status : Exempt

Department : Administration

Reports to: Executive Vice President Finance & Administration and Chief Financial Officer, and Vice President, Human Resources

Status: Year-round, full-time

Position Overview:

As the Finance & Human Resources Business Administrator, you will play a pivotal role in providing executive-level project management and administrative oversight for the Finance and Human Resource functions. This role will ensure that executive leadership has the research, analysis, and project support necessary to meet annual and strategic operating goals and fostering a people-centric culture aligned with the Chicago Botanic Garden's values. Overall, this individual is instrumental in supporting the strategic goals of the Finance & Administration and Human Resources departments while ensuring alignment with the Chicago Botanic Garden's values and mission.

Responsibilities

In this role you will be responsible for the following:

• Oversee business operations priorities outlined by EVP Finance & Administration/CFO and VP Human Resources (VP HR), such as leading projects and delivering regular reporting.
• Continuously review and improve finance and HR processes, making recommendations to EVP Finance & Administration/CFO and VP HR.
• Utilize Garden systems to collect data, conduct research, and analyze results to create presentations and reports.
• Manage the budget development process, ensuring organization-wide adherence to timelines and deliverables.
• Manage and oversee all aspects of SharePoint centralized contract administration site for the CFO from intake to approval: contract pre-reads; communicating questions, edits, and status to requestors; and distributing/maintaining executed contracts.
• Support Controller in administration of 403b and 457b notices and serve as backup for common questions related to the Garden retirement plan.
• Support Associate Vice Presidents of Visitor Experience and Talent Management.
• Oversee on- and off-boarding processes, plan programs for employees, including facilitating New Employee Welcome sessions and other skill-enhancing sessions.
• Manage SharePoint documents and links for Finance and HR intranet landing sites and make recommendations for design enhancements.
• Manage HR's internal social media (@thegardendirt), expanding presence through communication and posting relevant content.
• Maintain Learning & Development program catalog, calendar, communication, and registration via SharePoint. Manage class offerings with outside vendors from beginning to end, including logistics. This includes web-based online vendors for annual required training and other offerings.
• Prioritize a culture of growth by reviewing and recommending course enhancements, e.g. BizLibrary, based on organizational objectives and values, ensuring the commitment to diversity and inclusion in training programs.
• Utilize HRIS for tracking training participation.
• Draft and ultimately communicate for EVP Finance & Administration/CFO and VP HR, including to the Board, ensuring alignment with Garden brand standards and correcting communications as necessary.
• Manages confidential files, reference documents, and all staff communication for the CFO and VP HR. Files are to be maintained in accordance with standards set forth by the Garden's historical record retention guidelines.
• Manage Information Governance Records Retention function for Finance and HR.
• Create Quick Start Guides for Human Resource and Finance-related systems. Create comprehensive manager training and standard operating procedures, such as guides on standard manager functions.
• Perform other duties as assigned.

Chicago Botanic Garden Values & Behaviors:

VALUES

As an organization, we…

BEHAVIORS

As an organization, we…

Prioritize a culture of GROWTH.

We commit to remaining curious in how we approach our work.

• Create and maintain spaces for learning.
• Test new ideas and are willing to take risks to achieve our vision.
• Collaborate to strengthen our skills and impact.
• Demonstrate perseverance and humility as we work toward our long-term impact.

Seek to UNDERSTAND.

We seek to understand others from their perspective.

• Provide opportunities for input and feedback from others.
• Actively listen to all points of view.
• Consider individuals' lived experiences.
• Advocate for and protect time for reflection especially during times of conflict or confusion.

See one another through a lens of RESILIENCE.

We believe that all individuals can experience good outcomes with support.

• Give others the space to balance work and personal needs.
• Support others and demonstrate empathy especially during challenging and stressful times.
• Seek opportunities to learn from and about one another.
• Ask questions about and anticipate the needs of others.

Build TRUST through TRANSPARENCY.

We hold ourselves and others accountable by centering decision making that honors all people.

• Communicate information in a timely manner.
• Provide clarity in complex situations with the goal of common understanding.
• Discuss both positive and negative outcomes openly.
• Evaluate the impacts of our actions.

Qualifications

Our ideal candidate will have the following:

• Minimum of 7 years managing projects and Finance and HR administrative oversight experience required.
• Finance background including experience with budget processes, reporting, financial presentations, and contract reviews. Understanding of financial terminology required.
• HR background, including exposure to compensation, benefits, HRIS, learning and development, and employee relations required.
• Experience in creating Standard Operating Procedures (SOPs) and technical guides, including job aids required.

• Bachelor's degree preferred.
• Extremely well-organized, professional, comfortable, and confident in executing high-level project support for department heads using the utmost discretion and professionalism.
• Experience in interacting with Board of Directors in providing executive support to board liaisons, pre, during, and post meetings, including confidential document preparation required.
• Proven ability to work well in teams and with all levels of internal management and staff, as well as outside clients, donors, and vendors.
• A profound attention to quality, keen attention to detail, and spirit of service excellence.
• 10 years of experience executing confidential information and managing Records Retention.
• Expert proficiency with Microsoft Office products (including Outlook, Word, Excel, PowerPoint), Adobe products (Acrobat Professional DC, Illustrator, InDesign), HRIS, enterprise financial software, SharePoint, Visio, CRM, and web communications required.
• Proficient in virtual meeting technology (Microsoft Teams and Zoom, others as appropriate/available) required.
• A valid driver's license, insurable by the Garden.

Physical Demands:

Office setting. Frequent sitting, standing, walking, bending, listening, speaking, and keyboarding. Use of office equipment including computers, telephones, copiers, scanners, fax machines, smart keyboards, and video monitors (AV equipment). Ability to walk and/or golf cart around the Garden, deliver materials, and set up for events. Occasional employee events and meetings will require extended periods of standing. Some requirements for lifting, pushing, or pulling items less than 30 pounds.

Why Apply? Come work in a setting that is like no other as you support our mission: We cultivate the power of plants to sustain and enrich life. Take the first step toward being one of the employees who make the Garden one of the treasures of the Forest Preserves of Cook County. Apply today. Please note that applicants who do not meet the required qualifications will not be considered.

We are an Equal Opportunity Employer and do not discriminate against any employee or applicant for employment because of race, color, sex, age, national origin, religion, sexual orientation, gender identity, status as a veteran, or basis of disability, or any other federal, state, or local protected class.

Disclaimer: The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not intended to be an exhaustive list of all responsibilities and qualifications required of personnel so classified.

In accordance with Title IX of the Education Amendments Act of 1972, Chicago Botanic Garden does not discriminate on the basis of sex in its programs or activities, including in employment or admissions. Please call View phone number on us.fitly.work to contact our Title IX coordinator should you have questions or concerns. Please do not call this number to inquire about job postings or the status of your application, or with solicitations from companies or third-party recruiters.