Administrative Coordinator, People Relations

At the Monterey Bay Aquarium we are passionate about creating an inclusive workplace that celebrates and values diversity. We firmly believe that having a team of diverse backgrounds and voices working together increases our capacity to serve our visitors and fulfill our mission. We welcome people from all walks of life into our team and strongly encourage people of color LGBTQ individuals veterans and people with disabilities to apply.

The priority deadline for applications is August 8th 2025 at 8:00 am PST. Due to the volume of incoming applications the role may be closed earlier than August 8th 2025.

Job Summary:

Under the limited supervision provide crucial administrative support to the People Relations team; assist with various tasks related to employee and labor relations management compliance and communication; process confidential information prepare sensitive documents and manage records related to employee disputes and labor agreements; support critical business processes including vendor contract administration purchase order creation and expense reports. Perform other duties as required.

Core Activities:

• Serve as backup to People & Culture analysts for HCM transactions
  • Create and maintain employee records in HCM including but not limited to new hire data job changes status changes salary changes and separations collaborating with various teams (Payroll IT Security and staff departments) to ensure the successful completion of processes.
  • Provide end-user support including troubleshooting and resolving HCM issues.
• Create purchase requests (PRs) blanket purchase orders (BPOs) and purchase orders (POs); monitor invoices as they come in and delegate approval; work in Intacct and Adaptive to ensure budget and accuracy of billing.
• Monitor and assist with processing expense reports ensuring deadlines are met.
• Facilitate the vendor contract process in collaboration with the Finance/Contracts team.
• Compile various files documents and reports in response to legal proceedings or inquiries from State Federal and local agencies including EEOC CRD DIR or other governing authorities.
• Maintain critical work files such as CBAs legal agreements etc. and employee personnel files ensuring compliance with Records Retention policies.
• Respond to employment verifications reference requests and work with ERBPs to respond to unemployment claims.
• Update the Employee Handbook and various P&C forms and documents.
• Coordinate final paycheck delivery return of property and other miscellaneous offboarding activities in compliance with CA wage and hour laws.
• Develop and maintain SOPs for all work activities.
• Perform other administrative tasks as needed.

Preferred Knowledge Skills & Abilities (KSAs)

• 3 years of People & Culture experience with a minimum of one year working in a union environment
• 2 years HRIS/HCM database experience; UKG preferred
• Ability to maintain confidentiality and apply discretion and good judgement when dealing with sensitive matters
• Proficient with Excel and PowerPoint and virtual meeting/communication platforms
• Understanding of Federal/State (CA) labor and wage & hour laws
• Ability to work as part of a team and a strong customer focus are essential
• Meticulous attention to detail and adherence to compliance requirements
• Ability to meet deadlines and multitask in a fast-paced environment
• PHR/SHRM certification preferred
• Bilingual preferred
• Ability to work within and maintain Monterey Bay Aquariums Core Values

Physical Requirements to Perform Essential Job Functions:

• Typical office equipment
• Constant sitting standing walking bending
• Occasional unassisted lifting up to 50 lbs
• Typical office environment main aquarium and exhibits occasional offsite events

Hourly Compensation Range:

$25.00 - $28.37 Starting rate will vary based on previous experience and relevant skills/knowledge set

Required Experience:

IC