Administrative Assistant: HR

Are you reliable, personable, and compassionate, with a knack for organization? Do you excel at handling confidential information with care and following instructions precisely? If so, we have an exciting opportunity for you! 

Chewonki is seeking a Human Resources Administrative Assistant to join the team! 

• Location: Wiscasset, Maine (On Campus, in-person)

• Reports to: Director of Human Resources

• Permanent/Temporary:  Permanent

• Schedule: 40 hours/week, Year-Round (including some weekends and evenings), 

  • Flexible schedule, depending on the program season

  • Typical working hours: 8am - 4:30pm

• Rate of Pay (non-exempt): $20 - $22.50 /hour (depending on experience)

• Benefits: Health insurance, dental insurance, vision insurance, life insurance, 403B retirement plan, access to professional development funds, and open invitation to join lunch when on campus. 

What is Chewonki? 

Chewonki is an environmental and outdoor learning center in Wiscasset, Maine, that inspires transformative growth, teaches appreciation and stewardship of the natural world, and challenges people to build thriving, sustainable communities throughout their lives. Please visit www.chewonki.org for a full description of each of our programs.

Position Summary:

 The Human Resources Administrative Assistant assists with the day-to-day operations of the human resources office and plays a pivotal role in supporting administrative operations at the front desk. The HR Administrative Assistant carries out responsibilities in the following functional areas: administrative functions, scheduling meetings, supporting orientation, and maintaining information. This position works to provide friendly and clear communication with staff while ensuring confidentiality and compliance. 

Summary of Responsibilities:

• Confidentiality & Accuracy: Maintain employee confidence and protect operations by handling HR information with discretion. Exhibit reliability and attention to detail by accurately following instructions and guidelines, ensuring tasks are completed correctly to support smooth HR operations and reduce errors.

• Recruiting & Onboarding: Assist in recruitment processes, including posting positions, scheduling interviews, and supporting job fairs. Provide a positive candidate experience and aid in new hire onboarding to align with organizational goals.

• Professional Development: Track staff development, training, and certifications. Manage the day-to-day logistics of the Alfond Work Grant and other development processes with guidance from the Director of Human Resources.

• Administrative Support: Maintain the department email account, ensure confidentiality, and manage accurate files. Coordinate HR department schedules and communications for staff events, and provide essential secretarial support as needed. Monitor and restock office supplies and offer Salesforce administrative support.

• Event & Front Desk Support: Manage front desk operations, process mail, and assist with bulk mailing projects. Greet and check-in visitors. Support in-person events at the Center for Environmental Education (CEE) and coordinate with Development and Alumni Relations for Board and Donor events.

• Sales Merchandise: Set up merchandise displays, track inventory, and process sales with oversight from the Director of Marketing and Technology.

Qualifications

• Must pass a Criminal Background Check including Motor Vehicle Record.

  • Valid Driver’s License approved by Chewonki’s insurance carrier.

• Previous Administrative experience

• High ethical standards and ability to exhibit a high level of confidentiality. 

• Excellent communication skills, both written and verbal.

• Proficiency in administrative duties such as communications, data entry, and record keeping. 

• Ability to plan, organize, and coordinate multiple tasks and resources to maximize efficiency and effectiveness.

• Enthusiasm and a genuine desire to assist others.

• Familiarity with Google Workspace, preferred. 

• Fantastic organizational and time management skills.

Physical Requirements

• Prolonged periods of sitting at a desk and working on a computer. 

• Must be able to lift up to 15 pounds at a time.

Salary : $20 - $23