Coordinator, Human Resources
- Job posted by The Pew Charitable Trusts
The Pew Charitable Trusts is driven by the power of knowledge to solve today's most challenging problems. Pew applies a rigorous, analytical approach to improve public policy, inform the public and invigorate civic life.
We are an independent nonprofit organization – the sole beneficiary of seven individual trusts established between 1948 and 1979 by two sons and two daughters of Sun Oil Company founder Joseph N. Pew and his wife, Mary Anderson Pew.
Our work lays the foundation for effective policy solutions by informing and engaging citizens, linking diverse interests to pursue common cause and insisting on tangible results. Our projects encourage efficient, responsive governments – at the local, state, national and international levels – serving the public interests.
With offices in Philadelphia, Washington DC, Australia, Brussels and London, and with additional staff in other regions of the United States and around the globe, Pew provides an exciting learning environment and the opportunity to work with highly talented individuals. We are a dynamic, rapidly evolving organization that values creativity and innovative thinking and fosters strong teamwork with mutual respect.
The Human Resources (HR) Department within Pew is comprised of the following main functions: Talent Acquisition, Business Partnership/Employee Relations, Talent Management, Development and Internal Communications, and Compensation, Benefits and HRIS. The department provides strategic support to the business by aligning its priorities and service delivery with the needs of the organization, providing expertise and leadership in each functional area, and serving as an internal consultant to help drive results.
A team of skilled professionals currently provides HR services to approximately 1000 distributed staff. HR's focus is to lead the recruitment of highly talented staff; build an environment committed to two-way communication, staff development, growth and retention; offer a competitive compensation and benefits package; and foster a respectful, collaborative culture in which staff are well-supported to achieve results. This includes developing, implementing and maintaining best practices in the areas of: talent acquisition; organizational design, staff development, performance and talent management; employee relations; compliance; and compensation and benefits. To support the business, HR is comprised of approximately 27 staff with representation in both Philadelphia and Washington, DC to provide in-depth expertise to clients.
The Coordinator, Human Resources provides support to the Business Partnership and Employee Relations team and to the greater Human Resources department. This position reports to the Manager, Business Partnership and Employee Relations and is based in Washington, DC. The Coordinator is responsible for the management of Workday data including data entry and updates and configuration recommendations for the institution; managing compliance initiatives and projects; and managing other projects including updating policies and staff hire, engagement, and departure processes. In addition, this position will assist and help to coordinate the development and implementation of new staff engagement and retention strategies, track and analyze exit feedback, and operate as an initial point of contact and resource for internal clients to help resolve questions, concerns and issues.
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- Manage staff-related data entry and changes in Workday including inputting and confirming new hire data and departing staff data. Manage Workday workflow for onboarding and compliance processes as well as system updates and internal staff changes, including promotions, terminations, title changes, salary changes off cycle, supervisor changes, transfers, and rewards, as well, as coordinate with HRIS team to troubleshoot and make suggestions for process changes.
- Play an active role in bi-weekly New Hire Orientation by working with new hires to finalize onboarding paperwork and complete system processing.
- Coordinate with Business Partnership team and Legal Affairs and Compliance units to proactively manage human resources policies and procedures changes and updates, and assist with drafting updated and new policies for departmental review. Manage version control for policies including preparing an update/review schedule, researching standards and best practices, creating initial drafts and proactively recommending updates, coordinating with HR department colleagues to ensure accuracy, and managing the process to ensure new/updated policies are incorporated into the online institutional policies and procedures.
- Ensure up-to-date knowledge of both federal and state HR regulations, compliance, and labor law posting requirements.
- Project manage and maintain all information regarding staff personnel files, both paper and electronic; manage, inventory and track all archived files; and coordinate with appropriate internal departments to ensure compliance with document retention policy.
- Organize, track and report on document filing and retention. Maintain documents with confidential information. Assist with staff onboarding and departures. Complete new hire tracking and staff data entry. Collect, assist with completion of and track and file new hire paperwork.
- Manage staff departure process including managing and distributing confirmations, checklists, schedule retention and exit interviews; complete termination processes in Workday; and review, analyze and compile exit survey data, including look for trends and make recommendations to the Business Partnerships team.
- Manage and track staff term data information and coordinate with program operations contacts for term date extensions and providing confirmation to staff.
- Manage the process for and track internal HR writing projects in support of the Executive Office and board-related initiatives.
- Manage compliance initiatives including serving as primary contact with the unemployment services vendor, completion of State unemployment claims, tracking and posting federal and state employment law posters for primary and secondary Pew offices.
- Draft memorandums international employment agreements as assigned, including transfers, salary adjustments, confirmation of temporary and unique work arrangements, etc. Manage other writing assignments as needed.
- Respond to internal and external requests for information and documentation.
- Manage and track department deadlines and facilitate updates and maintenance of institutional documents, including human resources policies and procedures and HR process and procedure documents.
- Often serve as the initial contact to the department for internal staff and external callers.
- When needed, serve as backup and support to the senior administrative assistant and the HR support staff including telephone coverage during breaks and absences. Liaise with other administrative and support staff across the institution as needed.
- Work with HR team members on special projects and initiatives, as necessary and requested.
- A minimum of one year of applicable human resources experience required.
- Associate's degree required and Bachelor's degree preferred.
- Possesses a strong work ethic and takes initiative to set priorities, meet deadlines and proactively solve problems as needed. Makes appropriate decisions or choices based on understanding alternative courses of action and potential repercussions. Has experience working with and maintaining confidential data.
- Ability to maintain professionalism and confidentiality in sensitive, difficult situations and when working with personal data. Ability to understand organizational structure and work through administrative systems.
- High attention to detail. Monitors and double checks work and information for accuracy and quality.
- Strong oral and written communication skills required.
- Previous experience working with / maintaining electronic filing systems desired.
- Maintains a customer service demeanor at all times. Responds to customers with the appropriate level of urgency. Asks questions to identify customer's needs or expectations in a pleasant and respectful manner. In completing his or her own tasks, continually considers the impact of those actions on the customer and is flexible to balance the customer's and the organization's needs.
- Demonstrated organizational skills; able to work independently, manage multiple projects and move quickly from one to another while maintaining thorough records. Ability to be flexible and balance competing priorities.
- Proficiency with the Microsoft Office Suite of products with an emphasis on Word and Excel. Knowledge of electronic calendars (Outlook) required and human resource information systems, Workday preferred. Ability to use these skills to increase efficiency, enhance customer service and provide useful statistics and reports about the unit's operations.
- Ability to work both in teams and independently to ensure deadlines are met.
Compensation and Benefits
We offer a competitive salary and benefit program, including: comprehensive, affordable health care through medical, dental, and vision coverage; financial security with life and disability insurance; opportunities to save using health savings and flexible spending accounts; retirement benefits to help prepare for the future; and work/life benefits to maintain a good balance.
The Pew Charitable Trusts is an equal opportunity employer, committed to a diverse and inclusive workplace. Pew considers qualified applicants for employment without regard to age, sex, ethnicity, religion, disability, marital status, sexual orientation or gender identity, military/veteran status, or any other basis prohibited by applicable law.
Minimum Education Required