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Coordinator, Human Resources

Requisition Number: 
Human Resources
Job Status: 
The Human Resources coordinator will be responsible for supporting the Human Resources department in a variety of duties that include both clerical and analytical. The Human Resources coordinator will have direct contact with all Garden staff and applicants via phone, email, or in person. They will work behind the scenes to support all Human Resources functions including recruitment, training, events, and confidential record maintenance. They will also be responsible for overseeing the purchasing of uniforms for Garden staff as well as the distribution. They will support the administration function and be responsible for company-wide office supplies and copiers. This person will be bilingual and will speak Spanish in order to effectively communicate with all employees and applicants.
Duties and Responsibilities: 

In this role you will be responsible for the following: 

  • Front desk responsibility for the Human Resources suite, including regular interaction with staff (speaking both English and Spanish) and applicants (the Human Resources office is open Monday – Friday, 8:30 a.m. – 4:30 p.m.).
  • Main contact for the purchase and distribution of staff uniforms; maintains a database in Excel; makes suggestions for improvements or changes.
  • Answers the main telephone line for Human Resources department.
  • Creates all new hire letters and welcome back letters for the recruitment function; sends letters to new hires along with new hire paperwork either via email or U.S. mail.
  • Assists new hires with completion of new hire paperwork and ensures it is completed correctly (e.g. I-9s, direct deposit, Honeywell Instant Alert, Emergency Contact information).
  • Collects all required documentation from new hires.
  • Verifies employment eligibility utilizing E-Verify.
  • Runs background checks with preferred vendor.
  • Orders supplies for the department.
  • Provides light administrative support to the vice president of Human Resources (answers phones, special projects as assigned).
  • Responds to requests for employment verifications.
  • Maintains employee files (active and terminated).
  • Maintains other confidential HR files including FMLA and I-9.
  • FMLA clerical administration: prepares individual letters (both eligibility and verification of approval); sends managers emails regarding approval of FMLA.
  • Ensures TeamCBG (the Garden intranet) Human Resources forms are updated regularly.
  • Ensures required postings are current throughout Garden and off-site locations.
  • Maintains employee database for the Garden’s performance management system (SuccessFactors).
  • Maintains employee database for the Garden’s emergency alert system ( Honeywell Instant Alert).
  • Administration department duties (reports to CFO): provides finance department with timely and accurate journal entries for chargebacks for stationery, office supplies.
  • Special projects as assigned.
  • Reserves rooms for meetings, training, and all-staff events.

Key Garden competencies/behaviors desired

  • Communicates in a manner that gains the trust and support of others at all levels.
  • Works effectively with others despite differences of opinion and style; builds alliances.
  • Has a tolerance for opposing points of view.
  • Strives for collaboration. Works cooperatively, as a positive contributor to the team.
  • Demonstrates a positive attitude and shows kindness in all workplace interactions.
  • Makes decisions appropriate for level of responsibility.
  • Can effectively adapt to change; can shift gears comfortably; is flexible, and embraces change with a “can-do” attitude.
  • Is self-aware; knows personal strengths and weaknesses; seeks feedback and is open to negative feedback as an opportunity for improvement.
  • Is cool under pressure; can be counted on to hold things together during tough times; can handle stress; is not knocked off balance by the unexpected; is a settling influence during a crisis.
  • Recognizes problems, constructively identifies and articulates solutions.
  • Picks up garbage when it is seen regardless of position.
  • Follows safety guidelines to ensure a safe working environment and consistently demonstrates safe work behaviors.
  • Is welcoming of new hires.
  • Those who are not compassionate and become irritated when someone conveys a concern should not apply.

Our ideal candidate will have the following:

  • Two years of interacting with the public in a customer service role.
  • Compassion and patience: genuinely cares about people and is ready to help; must possess the understanding that though an issue may seem small, it is important to those we serve.
  • Bilingual (English/Spanish) required: excellent verbal and written communication skills.
  • Proficient in Microsoft Suite (Word, Excel, and Outlook, PowerPoint) required.
Physical Demands: 
Office setting. Frequent sitting, standing, walking, bending, listening, speaking, and typing. Use of office equipment including computers, telephones, copiers, scanners, and fax machines. 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.

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 construed as 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, the Chicago Botanic Garden does not discriminate on the basis of sex in its programs or activities, including in employment or admissions. Please call (847) 835-8264 to contact our Title IX coordinator should you have questions or concerns.