Administrative Assistant to the Senior Director of Information Technology

Title: Administrative Assistant to the Senior Director of Information Technology

State Role Title: Gen Admin Supv I/Coord I

Hiring Range: $43,000

Pay Band: 4

Agency: Virginia Museum of Fine Arts

Location:MAIN MUSEUM

Agency Website:https://vmfa.museum/

Recruitment Type: Agency Employee Only - A

Job Duties

OPEN TO CURRENT VMFA EMPLOYEES ONLY.

The VMFA is looking for a qualified candidate to fill the position of Administrative Assistant to the Senior Director of Information Technology.

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 salaried, non-exempt position that offers Commonwealth of Virginia employee benefits such as 12 paid holidays, health benefits and more. VMFA staff also 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 Café, 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.

Administrative experience with Kronos WorkForce Ready.
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.

Additional Considerations

High School diploma or equivalent.

Previous experience working in the Information Technology field.

Experience using HR software and HRIS (Human Resource Information System) databases.

Previous experience supporting senior leadership.

Special Instructions

You will be provided a confirmation of receipt when your application and/or résumé is submitted successfully. Please refer to "Your Application" in your account to check the status of your application for this position.

Selected candidates must pass a criminal history background check.

Interested individual must submit an online application. This posting will close at 11:55 pm October 1, 2024.

Please contact the HR office at recruitment@vmfa.museum if you need assistance.

VMFA is an EEO/AA and Virginia Values Veterans (V3) Certified Employer. Diverse and inclusive hiring practices are at the heart of what we do at the Virginia Museum of Fine Arts.

Contact Information

Name: Human Resource Services

Phone: please email with questions

Email: recruitment@vmfa.museum

In support of the Commonwealth's commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their AHP Letter (formerly COD) provided by the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Service-Connected Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS/DBVI to get their AHP Letter. Requesting an AHP Letter can be found at AHP Letter or by calling DARS at 800-552-5019.

Note: Applicants who received a Certificate of Disability from DARS or DBVI dated between April 1, 2022- February 29, 2024, can still use that COD as applicable documentation for the Alternative Hiring Process.