Talent Coordinator & Administrative Assistant (The Athenaeum Hotel)/Seasonal Employment

Chautauqua Institution owns and operates the Chautauqua Hotel Company, a historic full-service comprehensive hotel that has 150 rooms for guests. The Athenaeum Hotel houses the Heirloom Restaurant, and the Lobby Lounge. The Athenaeum Hotel is open from late April through October for conferences and events.  The Hotel is in full operation during the Chautauqua Institution summer season, from late June through late August.

About Your Compensation  

Compensation for this position starts at $18.50/Hour and, with demonstrated experience and qualifications, candidates may earn up to $20.00/Hour.   

About Your Work

• Serve as an end-user of Ultimate Kronos Group (UKG)’s Recruiting Gateway to support Talent Managers with actively moving candidates through the recruitment and selection processes, including candidate pre-screening and scheduling interviews, as directed.
• Contribute to recruitment efforts by understanding the talent pool and coordinating outreach to qualified candidates for talent managers with staffing needs.  Assist management with the recruitment process by closing filled job postings and/or opening a new requisition to account for turnover using the Recruiting Gateway.
• In collaboration with the Human Resource Generalist, support managers in tracking their hires through the electronic onboarding processes centralized in Human Resources.  Use available reporting to understand hire status to physical start date and to ensure accurate and timely follow-up for outstanding requirements preventing hire.
• On completion of onboarding, coordinate department-level orientation processes for hires at Chautauqua Hotel Company, including scheduling hires for orientation and training sessions.
• Coordinate posting of departmental schedules using Homebase and provide employees with support accessing accounts/schedules on Homebase or accounts on UKG.
• Ensure appropriate Payroll Action Form (PAF) submissions for changes to employment records with required approval/documentation for secondary jobs, transfers, pay or status changes, and terminations/notices.
• Provide administrative assistant with time management and tip reporting, in compliance with all policies and procedures and federal, state, and local labor and tax laws.
• In partnership with key stakeholders for J-1 Visa students through Interexchange, coordinate arrival dates/start dates, travel arrangements, appointments/paperwork with the Social Security Office, and support community engagement and general questions to ensure assimilation into the workplace and organization.
• Reconcile and verify invoices and prepare vouchers for approval and payment.
• Enter financial data accurately into accounting software or Excel.
• Reconcile vendor statements and investigate discrepancies. 
• Input data relating to central inventory orders and venue charges.

About the Referral Program  

Chautauqua Institution’s Referral Bonus Program is a talent solution to recruit, develop, and retain a diverse workforce that encompasses all the skills and experience necessary to deliver on our goals and objectives. Chautauqua Institution will provide a $500 referral bonus (less taxes) for active employees referring a new candidate who is hired and remains employed for at least 90-days from the first physical date of work. In the case of seasonal positions working less than 6-months, the new candidate must remain actively employed for at least 30-days from the first physical date of work and until the closing date of the season. The closing date of the season is the last Sunday in August.

About Your Work Schedule

Chautauqua Institution and Chautauqua Hotel Company offer flexible schedules, full and part-time, for seasonal employment during summer operations starting annually each June and concluding in August.  Seasonal employment may be available earlier (pre-season) and beyond season (post-season) based on business needs and candidate availability.  Schedules typically include evenings, weekends, and/or holidays as a requirement.  

Schedules are typically eight-hour shift with a start time that varies between 7:00 a.m. and 12:00 p.m. for a total of 40/hours per week.  The schedule will be dependent on seasonal hours of business, sales volume, and employee status (full-time/seasonal or part-time/seasonal).  Scheduled hours may include evenings, weekends, and holidays based on business needs.  Part-time work is available pre/post the summer season (mid-April to late-October). 

About Living on the Grounds

Chautauqua Institution may provide limited housing options on our grounds or assist you with locating nearby housing arrangements for select opportunities based on business needs.  Housing is not an option for many positions and may be of a cost to you.  Candidates should assume there are no employer-provided or employer-assisted housing options available for this position unless it is otherwise stated.     

About Chautauqua Institution  

Chautauqua Institution is a not-for-profit global convener of dialogue on the most significant issues of the day through engagement across four pillars of the arts, education, religion, and recreation. The Chautauqua community is located on the shores of Chautauqua Lake in southwestern New York State and comes alive each summer with a unique mix of visual and performing arts, lectures, interfaith worship/programs, and recreational activities.  Chautauqua Institution owns and operates Chautauqua Hotel Company, a comprehensive hotel, food & beverage, conferencing, and events organization.  The Institution’s office in Washington, DC is located strategically for an ongoing role in the cultural conversations of the nation. 

Discovering Your Chautauqua Experience 

There are countless ways that our talent will engage with our mission, vision, and diverse communities, and you are invited to immerse yourself in our programming as a gateway to this experience.  Employees will receive a traditional Chautauqua gate pass, free of cost, which provides access to many of our programs at the Amphitheater.  

Our Commitment to IDEA

Chautauqua Institution values Inclusion, Diversity, Equity, and Accessibility (IDEA) as a priority in our strategic plan, 150 Forward. One of our five core values is “The dignity and contributions of all people.”  We are committed to creating conditions where everyone can engage as complete and valued participants in the Chautauqua experience.  The Institution is an equal opportunity employer committed to equitable and inclusive hiring practices.  Applicants and employees will not be discriminated against based on any status protected under federal, state, or local law. We especially welcome applications from those who can demonstrate experience, engagement, and professional expertise in IDEA. 

Joining Our Talent Community 

Join our talent community online at CHQ.org/employment.  You are encouraged to learn more about Chautauqua Institution at CHQ.org and view the 150 Forward Strategic Plan at 150fwd.CHQ.org. 

Salary : $19 - $20