People & Organization Assistant/Receptionist

The Role: Assistant/Receptionist, Human Resources

Location: Newark, NJ

Reports To: VP, Chief People Officer

The New Jersey Performing Arts Center (NJPAC) is the premier anchor cultural institution in the state, distinguished not only by the world-class performers presented on its stages but by an extensive arts education program, robust community engagement initiatives that bring the arts into parks, schools, libraries and houses of worship across Greater Newark, a track record of developing new productions that tour the country; and a multifaceted mission that emphasizes the revitalization of its home city, Newark, through the power of the performing arts.

Position Summary:

The Receptionist/Human Resources Assistant position requires a combination of administrative and human resources skills. In addition to being personable, kind and representative of our welcoming workplace, this position manages front desk communications and is the first point of contact for visitors to NJPAC offices. Responsibilities include ordering office and kitchen supplies, completing background checks and employment verifications, coordinating Volunteer Department assignments and updating the volunteer systems database, processing new hire paperwork and assisting the Human Resources Department in various tasks.

Essential Duties and Responsibilities

Receptionist Duties:

• Update internal phone directory and organizational charts
• Train volunteers and staff members to cover switchboard during absences and breaks
• Send congratulations/condolence acknowledgements to NJPAC employees and partners on behalf of NJPAC
• Answer telephone callers questions; screen, direct, transfer calls; and take and relay messages in a timely manner
• Maintain inventory of office supplies
• Welcome guests to the main office; hospitality includes validating visitor’s parking passes

HR Assistant Duties:

• Coordinate interviews with candidates and manage scheduling on Google calendar
• Prioritize incoming resumes for Job Opportunities board
• Coordinate and send new hire packets, including NJPAC Employee Handbook and Benefits Guide
• Provide administrative support and data entry for the Volunteer Department
• Coordinate volunteer assignments with requests from NJPAC departments
• Organize I-9 files
• Code invoices correctly and in a timely manner for approval and payment
• Assist in projects, as needed
• Coordinate Human Resources new employee programs
• Communicate and manage department managers expectations of volunteers and availability
• Create new hire welcome packets for onboarding day
• Order business cards
• Complete reference checks and process and print background checks
• Create and distribute weekly volunteer assignment report

Qualifications and Special Requirements:

• Discretion and good judgment when providing information and permitting guest access to offices
• Ability to multitask, organize and prioritize responsibilities
• Courteous telephone manners
• Associate degree or higher
• Ability to maintain confidential information
• Computer literate in Microsoft Office suite
• Neat and professional at all times, including organizational skills to maintain a clean workspace
• Some purchasing experience preferred
• 2-3 years of receptionist experience strongly preferred
• Detail oriented, with ability to prioritize work
• Excellent interpersonal skills
• Some experience in a Human Resources department preferred
• Experience operating a multi-line phone system

NJPAC is proud to be an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, ancestry, sex, sexual orientation, gender identity, national origin, genetics, disability, marital status, age, veteran status, domestic partner status, medical condition or any other characteristic protected by law. We are proud to support the culture of DEIB. We offer a hybrid workplace.

Send resume and cover letter via email to [email protected], with a subject line of ” Assistant/Receptionist, Human Resources”. If your application meets our needs, we’ll reach out to continue the process. Thanks for your interest! We look forward to hearing from you.

NJPAC requires all employees to be fully vaccinated (including booster vaccination) for COVID-19 prior to starting work, unless precluded from doing so by applicable law. The CDC currently defines “fully vaccinated” as two weeks after the second dose for Pfizer and Moderna, and two weeks after the single dose of Johnson & Johnson. Proof of vaccination is required prior to the applicant’s first day of work.