Administrative Assistant

Description:

The successful candidate will provide a broad range of specialized administrative support for the VMFA Senior Director of Information Technology to help facilitate the Museum's Information Technology operations. This candidate will also perform necessary duties to assist with the interface of our wage Kronos system to the Commonwealth of Virginia's Cardinal system, including providing support to the Human Resources department in processing payroll until the interface project is complete.

This is a non-exempt wage position with no benefits. Wage employees are limited to working 28 hours per week on average, not to exceed 1,450 hours in the standard measurement period.

All VMFA staff enjoy museum benefits like free admission to special exhibitions, previews of special exhibitions, employee pricing for select museum programs and classes, and discounts at Amuse Restaurant, Best Cafe, and VMFA Shop.

Duties include:

Provides project management support and coordination.

Monitors and tracks budget submissions and spending and manages the Senior Director of Information Technology's expenses.

Schedules and maintains the Senior Director of Information Technology's calendar.

Provides assistance to the Senior Director of Information Technology with Human Resources related documentation.

Performs in a high-volume, fast-paced work environment with minimal supervision and a high degree of confidentiality, discretion, diplomacy, and professionalism.

Key payroll interface report data pulled from Kronos into the Commonwealth of Virginia's Cardinal system.

Run various payroll reports in the Kronos and Cardinal system.

Follow up on missing punches, timesheet approvals, timesheet errors for wage employees in Kronos.

Communicate with wage employees and managers.

Troubleshoot Kronos issues with user accounts and timesheets.

Submit tickets to Kronos for any system issues to be corrected.

Keep accurate files of all payroll related paperwork for each wage pay period including all correspondence, spreadsheets, reports, etc.

Correspond with wage employees regarding pay issues and resolve any pay discrepancies immediately with manager.

Successful completion of Cardinal Training is required.

Minimum Qualifications

Knowledge of professional executive office standards, practices and procedures.

Advanced skill in the use of Microsoft Word, Excel, and PowerPoint.

Ability to communicate well, verbally and written, and to be discrete at all times.

Ability to gain knowledge of computer assisted maintenance program.

Demonstrated ability to handle tasks in a professional office environment and maintain accurate records and files.

Must be detail oriented, organized and demonstrate the ability to communicate professionally and courteously with individuals from diverse backgrounds.

Ability to work independently and as part of a team.

Prior data entry experience.

Strong attention to detail.

Understanding of Human Resource Information Systems (HRIS).

Eager to learn new systems.

Seeks to improve processes.

Willing to take on additional duties as needed.