Career Opportunity

Human Resources Assistant

  • Career Opportunity
  • Boston, MA
  • Applications have closed

Website Institute of Contemporary Art Institute of Contemporary Art

Institute of Contemporary Art

Position Title: Human Resources Assistant
Department: Culture and Equity
Reports to: Associate Director of Human Resources
Employment Type: Full Time; Salaried; Exempt; At Will

Overview: The Human Resources Assistant (HRA) provides day to day administration and support for the human resources function within the Culture and Equity department by maintaining a productive, high performance and collaborative work culture under the supervision of the Associate Director of Human Resources (ADHR). The Human Resources Assistant will have specific focus on administering and processing talent and staffing requests, benefits administration support, employment and payroll changes, and annual compliance data reports. The Human Resources Assistant contributes to a culture of collaboration, community, and respect, and facilitates the work of the human resources function centered on Diversity, Equity, Accessibility, Inclusion, and Belonging (DEAIB).


1. All ICA employees are required to reside in Massachusetts and within a reasonable commuting distance from our Seaport location as of their first day of work.

2. All new hires are required to be fully vaccinated for COVID-19 no later than their first day of work.

3. The ICA offers the flexibility of a hybrid work week, which averages two days a week in the office for positions that are eligible to work remotely (subject to change).

• Maintain all department records and personnel files to ensure accuracy of record keeping, compliance and best practices.
• Serve as first line of contact to employees to answer questions on ICA policies, procedures, and benefits. Provide an open line of communication for employees via email, phone, zoom and/or in person.
• Assist with the recruiting and hiring process, including scheduling interviews, tracking applicant and candidate process, and reference checks. Process CORI checks as required.
• Conduct new hire onboarding and orientations, and assist with off-boarding documentation and scheduling exit interviews.
• Assist with new hire and annual performance review processes.
• Enter changes for bi-weekly payroll, including new hires and terminations.
• Enter changes for all benefit programs (including enrollments, terminations, invoice reconciliation). Support Associate Director with benefit audits.
• Serve as the HRIS administrator to maintain accuracy of data and produce reports; Learn and utilize HRIS system to full capability to continuously improve HR processes.
• Under the direction of the Associate Director, process reports via ADP HRIS system when required for compliance and requested data.
• With oversight from the Associate Director process all workers comp claims, FMLA requests, and initiate PFML/STD/LTD claims.
• Coordinate internship program, which includes communicating with prospective and current interns and intern supervisors and facilitating learning opportunities for interns.
• Assist the Associate Director of Human Resources in implementing and carrying out Human Resources programs and projects.

• Associates degree in related field or a minimum of 1 year of prior Human Resources experience required.
• Working knowledge of the principles and practices of HR administration and best practices, and familiarity with state, federal and employment regulations is required.
• Familiarity with benefits programs.
• Recruiting and interviewing experience preferred.
• Exceptional attention to detail and organizational skills.
• Excels at prioritizing tasks under shifting demands.
• Excellent research and problem-solving abilities.
• Excellent interpersonal skills with the ability to manage sensitive and confidential situations with tact, professionalism, and diplomacy
• Ability to work collegially, professionally and collaboratively with a diverse group of constituents including staff, Boards, artists, volunteers, visitors and vendors.
• Must be proficient in Microsoft Office Suite, with strong Excel skills.
• Ability to occasionally work outside of ICA’s business administrative hours, when necessary.

Physical Requirements:
• Prolonged periods of remaining stationary such as when working on a computer.
• Must be able to lift up to 15 pounds at a time.
• Ability to move about in the office to access file cabinets, printer, and other office equipment.

This is not necessarily an all-inclusive list of job-related responsibilities, duties, skills, efforts, requirements or working conditions. While the above is intended to be an accurate reflection of the current job, management reserves the right to revise the job or to require that other or different tasks be performed as assigned.

Starting Compensation: $45,000.00 Annually;
Starting compensation is based on meeting minimum qualifications.

Each ICA position has a job grade based on the position’s evaluated job responsibilities, required education and experience, needed skills to perform the job, and professional knowledge.

The position’s grade and respective compensation range is determined by the position’s overall responsibilities, including decision making, supervisory/management requirements, resource management and budgeting duties.

Compensation is ultimately determined by the scope of the position and responsibilities, the candidate’s relevant experience, and internal equity, with starting salaries typically falling in the lower half of the compensation range.

Interested candidates should send a resume and cover letter of interest to When applying, please include “HR Assistant” in the subject line.

The ICA is located at 25 Harbor Shore Drive, Boston, and is accessible by public transportation (MBTA Red Line to South Station and transfer to the Silver Line Waterfront. The ICA is a short walk from either the World Trade Center or the Courthouse station.)

The ICA is dedicated to building a culturally diverse and pluralistic workforce committed to working in a multicultural environment. Qualified candidates from groups historically underrepresented in the museum professions are strongly encouraged to apply.

The ICA is an Equal Opportunity Employer, committed to being a diverse and inclusive workplace. We are an EOE/AA employer dedicated to fair and inclusive employment practices for all individuals.